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2011 version 1
Common Regulative Policy for Major UK Exhibition Venues

eGuide 2011 v1

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Adult Entertainment Advertising Airships, Blimps & Balloons Alcohol Animals Auctions Build-up and Breakdown Children Compressed Gas Crèches Crowd Management Customs and Excise Dilapidations / Damage to Venue Electrical Installation & Testing Emergencies Equality / Disability Feature Areas Filming, Television and Recording Floor plans Food Gambling Hazardous Substances Heat Generating Displays Hot Works Permits (Welding and Similar Processes) Lifting Medical Cover Music and Video Licenses Night Working Noise Platforms and Stages Product Demonstrations Public Address Systems Rigging Seminar Theatres Seating Signage Simulators and Rides Special effects Special treatments Stand Construction Stand Plans Temporary & Demountable Structures Vehicles Waste Water features Weapons Work equipment/tools/processes Working Machinery Working at Height

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eGuide 2011 v1

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Resource Background
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What is the eGuide? The eGuide brings together guidance for achieving common standards of health, safety and operational planning, management and on-site conduct for events at all participating AEV member venues. The scope and development of the eGuide follows extensive consultation with operations professionals within the exhibition and event industry in order to ensure an overall approach that remains broadly acceptable to the community. Now recognised as the industry‟s best practice document, the eGuide is continually reviewed by working industry professionals who represent the best advice currently available, and who themselves have to work within the guidelines in their own professional capacities. Senior representatives from EC&O Venues, ExCeL London, NEC, Yorkshire Event Centre, FIVE and the Business Design Centre currently sit on the eGuide committee, meeting twice a year to ensure the guidance remains up to date with the biannual revision of health and safety laws. A number of additional venues also participate in the process and are gradually moving towards formal adoption of the document themselves. By coming together, and proactively seeking to identify where working conditions and regulations are common (or, due to unique site circumstance, different), contributing venues are, in essence, providing the answers to questions that organisers and supplier companies may have resulting in more efficient onsite activity, a smoother operation for the event organiser, and, therefore, a more polished product for the client, exhibitor and visitor. In competent hands these guidelines should be an invaluable tool, simplifying health & safety planning and management and other operational issues on the floor. How to Use and Engage with the eGuide The eGuide will save hours of painstaking and detailed work for any AEV venue seeking to maintain regulations that are compliant with UK law. Notwithstanding a few points of detail, which can be separately annotated, any AEV member venue that hosts any degree of exhibition business activity should be able to adopt these guidelines wholesale. The guide equally provides the basis for organisers to plan the operational management of their event and for suppliers and clients/exhibitors to understand what is required of them. It must be stressed, however, that this is a GUIDELINE document. If meticulously followed, it should ensure that users are compliant with current health and safety law. Nevertheless, the particulars of each exhibition (or similar event) should still be considered on an individual basis and venues, organisers, suppliers and clients/exhibitors must all remember that it is ultimately their responsibility to ensure that they address health & safety, and other operational issues properly, in compliance with the law. It must also be stressed that all employers have a legal duty to employ staff that are competent to manage health & safety, and other operations that are relevant to their level and range of responsibilities. This guidance alone is not a substitute for proper training and experience. The committee welcomes any constructive comment on these guidelines. If you feel you can contribute, please email, and your point will be considered at the next committee meeting. If you require additional health & safety support there are a number of specialist companies providing consultancy, training and floor management capabilities within ESSA and AEO Associate membership. You can gain access to these companies via the „Approved Supplier‟ list, within a communal section of the AEO, AEV and ESSA websites. eGuide 2011 v1 pg. 2

circular saws Hanging wires Structural collapse of seating or an exhibition stand Outbreak of Legionnaires disease from a water feature Food poisoning incident from temporary catering outlet Fire and fire related incidents Major incident and civil emergency Excessive working hours Stress Alcohol and drug misuse related incidents Before diving into the detail. Generally the venue will produce a generic risk assessment for the halls which indicates common hazards and control measures for all events. This means that it must identify all „significant risk‟.g. it is necessary to think about the event in totality. trips and falls on a level surface Manual handling – lifting or moving of heavy/awkward loads Falls on stairs or escalators Injury from electric shock Objects falling from height or loads falling from vehicles Impact injury from moving vehicles Injury form use of work equipment e. 3 . The organiser should then produce their own specific risk assessment detailing the hazards and controls for that particular event.Risk Assessment Click here to return to main navigation page          Event risk assessments 5 steps to risk assessment Fire risk assessment Exhibitor risk assessment Contractors' risk assessment Vetting risk assessment Consultation Summary of risk assessments at events Risk Assessment Templates Event Risk Assessment There is an absolute legal requirement under the Management of Health and Safety at Work Regulations (MHSWR) to carry out a „suitable and sufficient‟ risk assessment.g. however. trade or consumer (for entertainment events the type of entertainer) The type of visitor expected and numbers expected The venue eGuide 2011 v1 pg. they are more than trivial. Examples of common risks associated with any event or exhibition are as follows:                   Multiple contractors working in a single workplace Fall from working at heights and working on a live edge Slips. Any event is a combination of three factors as follows:    The type of event e. Significant risks are those which are reasonably foreseeable in terms of probability and severe enough in outcome to warrant consideration i.e. Risk assessment is a MANAGEMENT responsibility and all but the simplest risk assessments should be carried out by competent staff who are knowledgeable about the event or the activity in question.

The key is recognising that whereas there are a great many things which are hazardous. Step 2: Assess the Risk This depends on the complexity of the operation. 5 Steps to Risk Assessment There are two key definitions which are an important part of the risk assessment vocabulary. upper limb disorders from working at a key board Psychosocial e. For simple processes it is often sufficient to award a straightforward:    Low Medium High Most event risk assessments require more detail. It is necessary to assess both the potential likelihood of an incident or accident and the potential severity if it does happen.This combination will create a risk dynamic which is unique to that event alone. A widely used format is shown below. The risk assessment in total should be set in that context.g.g. a vehicle Chemical e. eGuide 2011 v1 pg. For example with an electrical fault the consequences are both potential injury from the shock or a fire. it is the context in which they arise which dictates whether or not they are actually a risk. There are various approaches to this based on the type of hazard or the type of harm as follows: Types of Harm   Hazards that cause injury. such as a broken bone Hazards to health.g. A „hazard‟ is something with the potential to cause harm (injury loss or damage) A „risk‟ is the potential for harm to be realised. food poisoning Ergonomic e. carbon monoxide in exhaust fumes Biological e. The most widely accepted approach in the events industry is the five steps approach as follows: Step Step Step Step Step 1: 2: 3: 4: 5: Identify the Hazard and who could be harmed Assess the risk Develop Controls Implement Controls Monitor and Review Step 1: Identify the hazard and who could be harmed This is the hardest part as it involves predicting everything that could reasonably foreseeably go wrong. such as noise Type of Hazards      Physical e. 4 .g. This is usually seen as a combination of likelihood and severity and which is detailed in step two below.g. violence It is important to consider the potential consequences and who could be harmed.

and to what extent they pose a risk we now need to do something about it. The operative could be killed or they could get away with no injuries. The most common form of control on the event floor is the use of security and floor management. Isolate from the hazard. which is LOW and acceptable. It is fairly self evident that simply telling people not to do things that are unsafe and then punishing them when they do. consider a rigging operative falling from 3m onto concrete. It also only protects you and not the person next to you unless they are wearing one too. we are assessing what would happen if there were no controls. Substitute for a safer method or product. Unlikely 3. The most likely outcome however. which is HIGH and unacceptable. An alternative is to find a different approach. 5 . They are only effective if something goes wrong. Another example is an agreed safe system for the lowering of stand panels (i. eGuide 2011 v1 pg. It eliminates the risk of riggers falling from height by lowering the grid to the floor and carrying out a fix and hoist. A good example of eliminating risk at source is a mother grid.e. We are required by MHSWR to take a methodical approach which attempts to reduce risk at source. Minor/First Aid 2. Notice how far down the order this is. P=Probability of an injury. Step 3: Develop Controls   Having determined what the hazards are. All too often this is the start point in many poor risk assessments. Reduce the risk in a quantifiable way. RIDDOR Major Injury 4. or at seated event substituting a glass bottle with a plastic bottle for drinks. Likely 4.       The example below illustrates the general layout of a risk assessment using the example of vehicle access. Control the risk. Death or very serious injury to one person 5. A hard hat is only of use if something falls on your head. R=Risk rating (ie PxS). Almost Inevitable Severity 1.Likelihood 1. Workers are isolated from the risk of falling objects when raising a lighting rig by taping off the area under the rig to prevent access. not just letting them fall!) Personal Protective Equipment (PPE) are items such as hard hat and safety shoes. There is a point at which any operation is simply too risky and you must consider this. It is important when considering severity to assess the most likely outcome. After controls are put into place it is assessed to be 4. A good example is the use of emulsion paints as a substitute for the more hazardous solvent paints in stand build. With no controls the risk rating is assessed to be 8. S=Likely severity should an injury occur. would be a major injury such as a broken bone. For example. Very Likely 5. is not an effective way of controlling risk. This is a common form of control at event build ups. Discipline is also a method on which there is far too much reliance. Very Unlikely 2. A good example is the prolific use of centre tapped earth transformers for temporary power (the yellow boxes). This can be considered under the following headings: Eliminate the risk at source. Far better to prevent the object falling in the first place. Before controls. Death or serious injury to many persons Risks are assessed both before and after controls are put into place. This reduces the voltage risk from 230V to a safer 100V or below on the event floor. RIDDOR 3-Day 3.

How many floor managers would provide just enough cover? Let us say you decide that two would suffice. This means that the employer should do what is reasonable within the constraints of the available recourses in terms of time. money and personnel. Fire Risk Assessment eGuide 2011 v1 pg. It is worthwhile considering all the practical implications of control measures before they are put into place. This is not a licence to do nothing on the basis that it is too expensive. For routine operations every risk assessment should have a review date. consider the requirement for floor managers in a large exhibition.Hazard Access and egress of vehicles Consequence Who is at Risk P Impact injuries Staff 2 Collision Exhibitors Contractors Members of the public S 4 R 8 Controls Isolate pedestrians with barriers Competent traffic marshals to ensure even flow of traffic and marshalling of routes and cargo doors Abide by house (venue) traffic rules P 1 S 4 R 4 Key Action Level 1. Step 4: Implement Controls This is the business of implementing controls on the event floor itself. You also need a system of reviewing risk assessments. The key word here is „reasonable‟. 6 . but should be the result of careful consideration. For example you may decide on full bag searches as a security measure. Step 5: Monitor and Review It is important to monitor the event floor to ensure that prescribed controls are actually in place. Event risk assessments have a natural review cycle and a new one is required for each event. The question to be asked is have you made reasonable provision to control the risks relative to the costs of controlling them? For example. This may be easier said than done when you are expecting thousands of visitors! If it must be done then you need to think of the practical application such as the space for bag searches and the number of security staff that you will need. Other times when risk assessments need to be reviewed are:     When there has been an accident or incident When there is a significant change in personnel or process When there is a change in the law When monitoring reveals problems. Three would be better but how much would it achieve in risk reduction relative to the cost? This is the line of logic which you need to follow.4 LOW no further controls required 5 -7 MED – justify /review for each event day 8+ HIGH –immediate action/ further controls needed The MHSWR and associated guidance also requires that risks should be mitigated with a view to achieving maximum reduction in the level of risk within the bounds of what is reasonably practicable.

It is written especially for venues for gatherings of over 300 persons. For space only stands it is a little more complex. Fire Legislation and guidance referred to in the eGuide applies only in England and Wales and will be updated as and when UK venues outside England and Wales adopt this guidance. Hot works during stand construction Dressing of stock or Octanorm panels with untreated (non flame retardant) materials. although there is a need for the exhibitor to confirm that this is the case. Typical aspects which would increase the fire risk would be:           Naked flame on stands (candles or gel burners) Use of compressed or flammable gases on stands Use of pyrotechnics. Notwithstanding. For practical purposes. such as catering. There is a danger. The erection of shell scheme will be covered by the shell scheme contractor‟s assessment.The principles of risk assessment generally still apply as they have been outlined above. A suggested fire risk assessment template can be found under Risk Assessment: Templates. fire safety is a science and as such the key principles are generally applicable in any venue. Exhibitors will also need to complete a fire risk assessment. however. however. They will also have to produce a fire risk assessment for the stand once it is in use. this may be the section which applies particularly to the halls. This should be sufficient and can include the aspect of fire risk assessment. Exhibitor Risk Assessment Every exhibition stand is a miniature workplace and therefore needs a risk assessment. The principal guidance which applies to the Events Industry is Fire Safety Risk Assessment – Large Places of Assembly. If the activity on the stand is clearly without significant risk. They will have to produce risk assessment and method statements for the safe erection and dismantling of their stands. They must make the findings available to an event organiser. Any stand which is a complex structure or space only stand on which large numbers of people could gather will need a fire risk assessment simply because of the escape issue. To keep it simple it is suggested that they fill in some form of return which either indicates that there is no risk. or acknowledges it. especially in large venues. this will also have to be covered by risk assessment. and Theatres Cinemas and Similar Premises. and includes it as part of the stand risk assessment (see below). The organiser must then do their fire risk assessment. The Government has issued a set of guidance books for various industries. there is no need for a risk assessment. Every venue must do a fire risk assessment. Again the five steps approach will apply. If they have any other activities on the stand. lasers and other stage effects Cookery demonstrations Exhibition of motor vehicles Likelihood of illegal smoking in outfield areas or in built storage areas on stands High levels of packaging waste High numbers of complex structures. of over complicating things. a fire risk assessment is a very specific legal requirement under The Regulatory Reform (Fire Safety) Order and related guidance. Other guidance in the series includes Small and Medium Places of Assembly for small gatherings up to 60 or medium gatherings up to 300. The key question to be asked here is „to what extent does my event alter the dynamics of the fire risk and fire loading in the hall?‟ Note. 7 . eGuide 2011 v1 pg. Most organisers have a simple form for shell scheme exhibitors to either confirm that they have no significant risk or indicate which they have and how they intend to control it.

does not cover the range of risks It is simply a big book of all the risk assessments that the company has ever done without any attempt to relate it to the show It contains obvious and erroneous references to the last show they did Generated by head office so the team on the ground have no idea what is in it Long overdue for review It has clearly been done by someone who has never worked in an event venue. eGuide 2011 v1 pg. The following are common indicators of a poor risk assessment:       Too simplistic. The organiser took the trouble to consult with a professional downhill skier on some of the technical aspects such as safety distances and ski bindings etc. As a guide contractors generally fall into two categories. 8 . Again the risk assessment should reflect the complexity of the operation.Contractors' Risk Assessment Contractors are the subject matter experts in their own field and must produce a show specific risk assessment for their activities. The second category is those contractors whose activities do not interact greatly such as floral delivery. It is very important to involve people who know the subject matter. Vetting Risk Assessment Organisers should vet risk assessments to make sure they have been done properly. These could be simpler risk assessments focusing on ensuring that they can operate safely in the hall. is that they are done by people who only have a partial grasp of what is involved. Consultation One of the major failings of risk assessments generally. For example at a ski show there was a demonstration of ski stunts on a specially constructed ski run. Their risk assessments should be reasonably comprehensive with specific detail on how they will control the risk to others. The first category is those larger contractors whose activities interact with other parties working in the hall such as the lifting contractor.

Summary of Risk Assessment at Events The following is a summary of the risk assessments that would usually be created for an event. Type Generic Venue RA Venue Fire RA Event RA Responsible Party The Venue The Venue Organiser Copied to The Organiser The Organiser The Venue Key Contractors Floor Managers The Venue Floor Managers Organiser (Available to Floor Managers if needed) Organiser and Venue (via the organiser) Organiser Event Fire RA Organiser‟s Key Contractors RA‟s Complex Structures including a Fire Risk Assessment Shell scheme stands. Where there is identified significant risk or fire risk Venue‟s Key Contractors Organiser Contractors Exhibitors Exhibitors Contractors Venue eGuide 2011 v1 pg. 9 .

an explanation of which is given below.Management System Click here to return to main navigation page In addition to risk assessment. Conveniently. It will contribute to all aspects of business performance as part of a demonstrable commitment to continuous improvement. Integrated Management Systems – Sustainability and BS8901 The official guidance to Regulation 5 of MHSWR states that “The health and safety arrangements can be integrated into the management system for all other aspects of the organisation‟s activities. the recognised standard being the HSE‟s HS(G)65 model. which reduce financial losses and liabilities. MHSWR also requires organisations to implement their health and safety arrangements using a specific management system framework. 10 . A positive health and safety culture will be fostered by the visible and active leadership of senior managers. and Sustained by effective communication and the promotion of competence which allows all employees and their representatives to make a responsible and informed contribution to the health and safety effort. The arrangements will be:   Underpinned by effective staff involvement and participation. the industry generic sister standard for environment management) mimics the structure of HS(G)65 and as such organisers interested in adopting the standard are encouraged to deploy an integrated approach – for example a single policy document. can be seen as a more efficient option than attempting to implement several management systems separately. not simply to avoid accidents. The following is needed to comply with HS(G)65 Creation and maintenance of a Health and Safety policy Your health and safety policy will set a clear direction for your organisation to follow. values and beliefs. customers or society at large) will be satisfied. Organisational structure. roles and responsibilities You will have an effective management structure and arrangements in place for delivering your policy. There will be a shared common understanding of the organisation‟s vision. Your stakeholders‟ expectations of your activity (whether they are shareholders. planet and profit.”. Practical sustainability control measures for exhibitions and events will be included in a new section of the eGuide in 2011. combined on-site monitoring of safety and sustainability performance etc. eGuide 2011 v1 pg. dovetailing roles and responsibilities. from the initial allocation of roles and responsibilities and risk assessment through the on-site safety monitoring stages and on to auditing. review and continuous analyses and improvement of performance. or their representatives. You will have cost-effective approaches to preserving and developing physical and human resources. The health and safety aspects of exhibitions and events should be managed as closely to the framework as possible. Responsibilities to people and the environment will be met in ways which fulfil the spirit and letter of the law. the BS8901 standard for sustainable event management (as well as ISO 14001. Your staff will be motivated and empowered to work safely and to protect their long-term health. employees. ie a single management system within an organisation that controls the three corporate social responsibility bottom lines of people.

Auditing and reviewing performance The organisation will learn from all relevant experience and apply the lessons. procedures and systems) including individual behaviour and performance. If risks cannot be eliminated. and To identify the underlying causes and the implications for the design and operation of the health and safety management system. they will be minimised by the use of physical controls or. 11 . There will be a strong commitment to continuous improvement involving the constant development of policies. These will form the basis of self-regulation and of complying with sections 2 to 6 of the Health and Safety at Work etc Act 1974 (HSW Act) and other relevant statutory provisions. Performance standards (or KPI‟s) will be established and used for measuring achievement. systems and techniques of risk control. Performance will be assessed by:   Internal reference to key performance indicators. Monitoring and measuring performance Performance will be monitored and measured against agreed standards to reveal when and where improvement is needed. If controls fail. Risk assessment methods will be used to decide on priorities and to set objectives for eliminating hazards and reducing risks. equipment and processes. as a last resort. and External comparison with the performance of business competitors and best practice. There will be a systematic review of performance based on data from monitoring and from independent audits of the whole health and safety management system. reactive monitoring will discover why by investigating accidents. plant and substances) and software (people. Performance will also be recorded in annual (or event cycle) reports. Wherever possible. risks will be eliminated through selection and design of facilities. The aim will be to minimise risks. The objectives of active and reactive monitoring are:   To determine the immediate causes of sub-standard performance. Specific actions to promote a positive health and safety culture will be identified. Active self-monitoring will reveal how effectively the health and safety management system is functioning. Longer-term objectives are also monitored. This will look at both hardware (premises.Planning and risk assessment There will be a planned and systematic approach to implementing the health and safety policy. ill health or incidents which could cause harm or loss. through systems of work and personal protective equipment. eGuide 2011 v1 pg. irrespective of employment sector.

if suitably qualified. The one day IOSH Directing Safely Certificate (preferably event specific) is the recommended minimum. and the presence of significant risks such as a high level of lifting. Clearly the idea of competence is to some extent subjective and this guide cannot give a prescriptive solution to every type of event. Exhibition Directors should have sufficient formal training to be able to understand the full extent of their responsibilities. The Competent Person It is essential that the organiser employs someone on site who is the designated competent person to coordinate health and safety. department etc who is specifically charged with advising on health and safety issues. particularly double deck structures. Event Director or Floor Manager.g. This role can be fulfilled by the Operations Manager. „Show/Event Director‟) as they are the individual responsible for the allocation of resources for health and safety. or sub-contracted to a health and safety professional. In respect of the exhibition itself the Exhibition Director is responsible for:     Ensuring Ensuring Ensuring Ensuring that that that that the company health and safety policy and the law is adhered to competent staff are appointed with regard to health and safety risks are identified and sufficient resources are allocated to control them a suitable and sufficient risk assessment is conducted Definition of Competence In health and safety the definition of „competence‟ is the correct level and balance of experience and formal training in relation to an individual‟s scope and level of responsibility. Exhibition Directors who do not have an operational background may need additional health and safety training. contractors and exhibitors Appointing contractors who are competent with regard to health and safety Carrying out a suitable and sufficient risk assessment (or ensuring that it is done by a competent person) The coordination of all health and safety issues within the event management team and on site Monitoring health and safety on the floor or appointing competent floor managers (see below) Compiling and maintaining an up to date event safety file for the event pg. Ultimately the level of competence required for any given event must be determined by risk assessment and will be a judgment call by the Exhibition director and the operations staff. the number of complex stand builds. Typically the duties of the competent person would include but not be limited to:        Pre event planning of health and safety issues with the venue. The factors that effect the need for a higher level of health and safety competence include but are not limited to the size and complexity of the event.Roles & Responsibilities Click here to return to main navigation page The Exhibition Director The individual with the greatest responsibilities is usually the organiser‟s Exhibition Director (or equivalent e. Note: The venue reserves the right to impose a higher level of competence if it is felt that the organiser has underestimated the requirement. The individual must understand the business of managing health and safety at events. 12 eGuide 2011 v1 . The recommended minimum training for this role is the IOSH Managing Safely Certificate (preferably event specific) or equivalent. „The Competent Person‟ is the individual within the organisation.

venue. managed and monitored in order to maintain the emergency gangways as evacuation routes and to allow access for emergency vehicles and cleaning plant and equipment.  The build-up should be scheduled. 13 . The recommended minimum level of training for a Health and Safety Manager is a NEBOSH General Certificate.  Materials and products should not be stored in gangways. These usually focus solely on health and safety though the roles can be combined depending on the size of the event. Floor managers normally fall into two categories: „Floor Managers‟ whose duties include health and safety and „Health and Safety Managers appointed to specifically to manage health and safety. The recommended minimum level of training for a Floor Manager is the IOSH Managing Safely Certificate (preferably event specific). The numbers and competence levels required should be identified by the risk assessment. Construction materials should be delivered in such a way as to maintain access and egress. Guidance relating specifically to safe access and egress that a Floor Manager or Health & Safety Manager may refer to and/or implement on-site: Build-Up Period  The venue will issue an emergency gangway plan to the organiser prior to the start of buildup which must be communicated to contractors and exhibitors. The health and safety duties of a Floor Manager include but are not limited to:   Implementing the organiser‟s event risk assessment requirements  Coordinating the health and safety effort between the organiser. Show Open Period  All gangways shall be maintained.   Ensuring that arrangements are in place to deal with emergencies such as a fire or security threat Giving competent advice to the Exhibition Director Carrying out the duties of a Floor Manager (below) if none is appointed Floor Management There is a limit to the control that can be exercised over an event by the Operations Manager and for larger events it may be necessary to appoint one or more floor managers. unobstructed and available at all times and shall comply with the following requirements: eGuide 2011 v1 pg. monitoring vehicle movement and other hazardous activities such as working at height  Monitoring the exhibition floor for hazards and unsafe conditions  Dealing with health and safety incidents or reporting to the organiser if they cannot be solved on the exhibition floor  Reporting and if necessary investigating accidents and health and safety incidents  Giving competent advice to the organiser‟s operations team The duties of a ‘Health and Safety Manager’ will usually be as follows:   The principal advisor on health and safety issues to the organiser To coordinate the overall health and safety effort on the floor and focus on some of the specific health and safety duties of the Floor Managers above such as the investigation of accidents. Any requests from the venue to clear gangways of materials must be adhered to. or equivalent. contractors and exhibitors on the event floor  Maintaining a safe working environment by keeping aisles and emergency exits clear.

Some outsource this to a specialist company which may also be providing the floor management. eGuide 2011 v1 pg. 14 . Opening of vehicle/cargo doors for contractor access must be authorized by the venue. no motor vehicle shall traverse the gangways and no hand trolley.  The breakdown should be scheduled. breakdown will commence only when the venue has confirmed that the hall is clear of all visitors. truck or mobile shop shall be left unattended No stand building or dismantling shall take place whilst the public are in the venue Any night sheets used in conjunction with a stand shall not protrude into gangways and must be secured in a rolled up position so as not to cause an obstruction Breakdown Period  Following the closure of an event. fitting or furniture shall project beyond the boundary of the stand and no door or window on the stand shall open outwards on to a gangway Where an exhibition space is not provided with a platform. managed and monitored in order to ensure that emergency gangways are maintained as evacuation routes and for emergency vehicle access. Some organisers approve stand plans in house and this falls to the operations team. Stand Plan Audits The specific requirements are covered in this guidance under this heading.       No part of any stand. or otherwise protected so as to ensure clear passage and remove trip hazards Any floor covering in gangways shall be of a non-slippery and even surface and shall be so secured and maintained so as not to present a hazard While the exhibition is open to visitors. the space shall be clearly defined and the exhibits shall be so arranged as to maintain uniform gangway width Where raised platforms are provided. the corners of the stands at gangway junctions shall be rounded off or splayed. exhibit. In this case this duty may be included in the responsibilities of floor managers but only if specifically contracted to do so.

Food and Rural Affairs GDC General Dental Council GMC General Medical Council HACCP‟s Hazard Analysis Critical Control Points HMI Hydrargyrum medium-arc iodide (used in lamps) HSE Health & Safety Executive LOLER Lifting Operations & Lifting Equipment Regulations 1998 LPG Liquefied Petroleum Gas Lux (lx) Measure of the intensity of light MEWPS Mobile Elevated Work Platforms eGuide 2011 v1 pg.Acronyms and Definitions Click here to return to main navigation page AEL Accessible Emission Limit ANSI American National Standards Institute BSI British Standards Institute Gas Safe COSHH Control Of Substances Hazardous to Health dBA A-weighted decibels DDA Disability Discrimination Act DEFRA Department for Environment. 15 .gassaferegister.

Diseases and Dangerous Occurrences Regulations 1995 RNIB Royal National Institute of Blind People SWL Safe Working Load WELs Workplace Exposure Levels XENON Chemical element (used in lamps) eGuide 2011 v1 pg.MHSWR Management of Health & Safety at Work Regulations PPE Personal Protective Equipment PUWER Provision & Use of Work Equipment Regulations 1998 RIDDOR Reporting of Injuries. 16 .

Bibliography Click here to return to main navigation page                  Accessible Exhibition Stand Handbook Animal Welfare Act 2006 Control of Substances Hazardous to Health Regulations 2002 Cosmetic Products (Safety) Regulations 2004 Dangerous Substances & Explosive Atmospheres Regulations 2002 Disability Discrimination Act 1995 Environment Protection Act 1990 Health & Safety at Work Act 1974 HSE Controlling the Radiation Safety of Display Laser Installations HS (G) 95 HSE Control of Legionella: Revised Approved Code of Practice Licensing Act 2003 Lifting Operations & Lifting Equipment Regulations 1998 (LOLER) Management of Health and Safety at Work Regulations 1999 NAA Rigging Guidance Noise at Work Regulations 2005 Provision & Use of Work Equipment Regulations 1998 (PUWER) Work at Height Regulations 2005 eGuide 2011 v1 pg. 17 .

uk/ eGuide 2011 v1 HSE Lasermet DEFRA British Standards Institute Links Click here to return to main navigation page Gas Safe British Acupuncture Council Gambling Commission Health Promotion Agency Acupuncture Society http://www.acupuncture. 18 Food Standards Agency http://www.

eGuide 2011 v1 pg. This is deemed to be striptease and is prohibited under the conditions of an Exhibition Licence. Events that include these elements may therefore require the venue to apply for a temporary variation to the Exhibitions Licence. an „Occasional Sex Establishment Licence‟. 19 . etc on the premises. This must be agreed by each venue. a Sex Establishment Licence is not required as they do not form a significant part of the event. where the numbers of such stands is less than 10% of the total stand space. the licence contains many conditions which are vigorously enforced by the licensing officers. sex toys. etc. It is generally accepted by the Local Authorities that. When issued. 3 Note that this is a long and in some cases expensive process and organisers should notify the venue at the earliest opportunity (prior to contract being agreed). striptease. 4 Many lifestyle events contain a number of stands selling/demonstrating marital aids. e. 2 A specific licence e.Adult Entertainment Click here to return to main navigation page Subsections: General Guidance General Guidance 1 Exhibition centres operate within the confines of an „Exhibitions Licence‟ issued by the relevant Local Authority. This licence includes conditions prohibiting full or partial nudity.g. male dance troops. lap dancing. Please contact the relevant venue for details of the application process.g. 5 Special attention should also be paid to events that include stages with elements of certain types of entertainment. or equivalent may also be required.

Advertising Click here to return to main navigation page Subsections:  General Guidance General Guidance 1 Only the venue's official sites allocated for the tenancy may be used for advertising purposes. unless authorised in writing by the venue. eGuide 2011 v1 pg. 2 Leaflets must be distributed within the hall and not in any public circulation areas or outside the venue. 20 .

7 Blimps must be tethered. Applications for permission to use them must be submitted to the venue in writing. 4 Exit signs and fire detection beams must not be obscured at any time. 21 . to a secure weight that is placed so as not to cause a hazard to exhibitors. cables. 2 The following must be considered when carrying out the risk assessment:     The use of gas or batteries Obstacles within the exhibition. 6 The venue may. for safety and security reasons. their staff and visitors. at all times. at least 28 days prior to the event. A charge will be made for retrieval if any escape to the roof or for any damage to the air-handling units. including drop wires. stands and signage The possibility of items falling from them Compliance with the venue‟s specific regulations 3 Operators must remain in visual contact with the airship at all times and within radio range. 5 A suitable take-off and landing area must be planned into the floor layout. blimps and balloons within the venue is strictly regulated. eGuide 2011 v1 pg. truss. 8 All balloons and blimps must be secured by suitable means and approved by a competent person. request that airships are monitored from the floor by a second person whilst in operation. Blimps & Balloons Click here to return to main navigation page Subsections:  General Guidance General Guidance 1 The use of airships. together with a risk assessment.Airships.

The event profile may also preclude the provision of alcohol during event open days. where large numbers of children are present. 22 . Please discuss this with the venue. or during cultural or religious events. Sale or supply of alcohol at events Build-up and breakdown 7 The consumption of alcohol within the halls during build-up and breakdown is not permitted. 8 Alcoholic drink will not be available from the catering outlets within the halls during these times. e. sampling is also a licensable activity 6 A venue‟s entire exhibition floor space is covered under the new Premises Licence. such operators should do so under the supervision of a „Personal Licence Holder‟ approved by the venue 4 The sale or supply of all or any alcoholic beverages must be carried out under the direct supervision of a Personal Licence Holder or a person authorised by a Personal Licence Holder. giving it the flexibility to move a licensable area from its original position should it be requested (previous legislation licensed specific areas of the exhibition floor space only.) The venue will be able to further clarify your obligations and the requirements for your event under the legislation.g. eGuide 2011 v1 pg.Alcohol Click here to return to main navigation page Subsections:     Licensing Act Sale or supply of alcohol at events Sampling & Stand Hospitality Venue Specific Rules NEC – Transfer of Title Licensing Act 1 The Licensing Act came into force on 24th November 2005 and set out four clear objectives:     Prevention of crime and disorder Protection of children from harm Public safety Prevention of public nuisance From an operational aspect the major changes that resulted from this Act are as follows: 2 The venue is required to have a „Premises Licence‟ issued by the relevant Local Licensing Authority 3 Those persons undertaking the supply or sale of alcoholic beverages within the venue can only do so with the prior permission of the venue‟s „Designated Premises Supervisor‟. Additionally. therefore. 9 The venue may operate a drugs and alcohol monitoring service if required. where such activities are to be undertaken/operated by a visiting caterer or by an exhibitor..) 5 Both the sale and supply of alcohol must be licensed. (Personal Licences issued in Scotland and Northern Ireland are not valid for use in England.

authorised person supplied. 12 In exceptional circumstances. the points above must be followed and the name of a nominated. Please check the hours available with your venue. Sampling. they may also be banned from site. the following applies:    The organiser must contact the venue. and at the venue's sole discretion. none of the venue‟s caterers are required to provide facilities that are considered to be commercially non-viable. their activities will be curtailed and. whether for on-site or off-site consumption. supplying all of the information requested. eGuide 2011 v1 pg. If any stands are selling or supplying alcohol (except that provided by the official caterers). or via an alternative. or through one of their catering partners. a named. sale and supply from exhibition stands 14 Alcohol sampling must conform to the venue's sampling regulations. However. under the venues‟ Premises Licence conditions. Non-compliance 15 If any bar operator or exhibitor fails to comply with the conditions under which the sale or supply of alcohol is agreed. this will automatically be covered. unless agreed by the venue and any alcohol that is not. the venues are licensed for the sale or supply of alcohol. 23 . In such a situation. depending on the severity of the breach. may only be served with the permission of the venue. or anyone who appears to be under 18 (unless proof of age is shown) Alcohol must not be served to anyone who appears to be under the influence of alcohol       Hospitality 13 Supplies for hospitality on stands must be obtained from the official caterer. authorised representative may suffice) and comply with the venue's Premises Licence conditions and also the following conditions: The terms of the Licensing Act Alcohol can only be served during the hours stipulated in the venue's licence (please contact the venue for clarification) Service staff must be over the age of 18 Products for retailing/sampling must be held in a secure area Alcohol may not be served to anyone under the age of 18. where alcohol is to be served from a temporary outlet which is not managed by one of the venue‟s catering partners. under the Licensing Act. detailed in the venue's rules and regulations.Event open period Licensed areas 10 As previously discussed. The catering/bar operating company must have a personal licensee present on site (in some instances. they will be happy to discuss your needs and endeavour to satisfy them either directly. Sampling & Stand Hospitality 16 Organisers are requested to bring any such requirements to the attention of their venue contact during licence negotiations. The venue will confirm agreement in writing to allow the sale or supply of alcohol from the areas requested. approved caterer. All the points above must be followed and the name of a nominated. Temporary bars 11 Where alcohol is sold or served by the venue‟s official caterer. together with a highlighted floor plan of the event no later than 28 days before the event. authorised person supplied.

the catering partner reserves the right to charge the exhibitor a corkage or concession fee. Sampling 23 Any proposed drink sampling activity must be notified to the venue for approval no later than 28 days prior to the start of the event licence period. If this situation arises. Exhibitors are not permitted to bring their own food and drink on to their stands. 21 If. 24 . they are required to obtain the food and drink from the venue‟s hospitality catering partner. 22 Under normal circumstances. subject to the payment of a concession fee. Venue Specific Rules NEC – Transfer of Title Please note that for NEC a Transfer of Title process must be followed by all exhibitors supplying their own alcohol for any reason.17 General catering requirements must be discussed and agreed with the venue well in advance of the event to ensure successful delivery. the venue will not permit any other caterers to provide corporate hospitality. otherwise the operation will be treated as retailing activity and will be subject to the conditions outlined above. so please ask your venue contact to confirm the allowable limits. if a bona fide catering company is exhibiting at an event. 20 If exhibitors wish to provide visitors to their stand with hospitality catering of any kind. Hospitality catering 19 The venue‟s hospitality catering partner offers a stand catering service. an exhibitor contravenes this rule and provides a significant level of hospitality catering from its stand. The standard acceptable sampling sizes may vary in different venues. please contact your venue contact during licence negotiations. Sale of food and drink from exhibition stands 18 Permission for the sale of food or drink from exhibition stands must be sought from the venue and this will only be granted if it is clearly for off-site consumption. as well as providing a full hospitality service in private rooms. in the opinion of the catering partner. Please contact the venue for details eGuide 2011 v1 pg. 24 This only applies where samples are free of charge. However. permission may be granted for them to provide their own hospitality. These discussions will result in the creation of a mutually agreed catering plan for each event.

4 Exhibitions involving numbers of livestock may have to comply with specific DEFRA regulations. 3 No animal welfare facilities are provided by the venue. Any costs incurred are the responsibility of the person seeking guidance/consent. 5 Guidance on animal welfare and appropriate safety measures shall be obtained by the organiser from a suitably qualified veterinary officer. or are able to touch parts of enclosures which animals may also touch. suffering and disease Evacuation in an emergency 8 In order to ensure the safety of visitors. injury. 6 A copy of the veterinary officer‟s report shall be submitted to the venue for licensing authority approval. 2 Written application must be submitted to the venue at least 28 days prior to the event as a special licence may be required. Soap and water is considered to be the eGuide 2011 v1 pg. and in accordance with the Animal Welfare Act.Animals Click here to return to main navigation page Subsections:  General Guidance General Guidance 1 Written consent for any animal or gathering of animals. must be adequately tethered or suitably controlled. Livestock must be properly contained when a stand is unattended and if exhibited outside an enclosure. hand wash units with hot water must be sited adjacent to the animals and their pens for use by the public. are not permitted unless they form part of an exhibit or display associated with an exhibition and are approved by the venue. suitable guards /enclosures must be provided and warning notices prominently displayed where appropriate. in the case of performing or wild animals. Any costs associated with obtaining the relevant licence shall be met by the organiser. to the venue‟s satisfaction. except assistance animals. 7 Animals must be appropriately supervised and sufficient welfare arrangements must be maintained. 25 . who may deem it necessary to carry out an on-site inspection. therefore pets. Pets must not be left in vehicles. 9 Where visitors are able to pet or otherwise come into contact with animals. These arrangements should be detailed in a risk assessment and include the following:           Transport to and from site Feeding Housing Security Environment Exercise Cleaning and sanitary arrangements Sleep/rest Protection from pain. for example. wild or domestic to be permitted on the premises (except assistance animals) must be obtained from the venue.

most effective way of reducing infection and therefore gels and wipes are not allowed as suitable alternatives. eGuide 2011 v1 pg. 11 Signs should also be displayed at the entrance to the exhibition indicating that animals are present and that people with allergies may be affected. 26 . 10 A sign should be in place advising visitors to wash their hands after touching animals or their enclosures.

4 Organisers of charitable auctions will need to provide details of the charitable status of the organisation and the charity number. however auctions that are carried out in aid of charitable organisations may be exempt.Auctions Click here to return to main navigation page Subsections:  General Guidance General Guidance 1 The sale of goods by competitive bidding may require an auction licence. 27 . of the proceeds of the sale is donated to the funds of the organisation. or a substantial amount.‟ 3 „Voluntary organisation‟ means a body. 5 Please contact the relevant venue for further details. 2 The definition of a „charitable auction‟ is as follows: „Any sale for the purposes of assisting in the funding of a voluntary organisation if the whole. but does not include any public or local authority. eGuide 2011 v1 pg. the activities of which are carried out on a not-for-profit basis.

When heavy lifting involving more substantial equipment such as cranes is required a schedule detailing the method of work. check whether a clear hall is required. the responsibility for the FLT operation ultimately sits with the organiser. organiser‟s H & S manager and organiser‟s floor manager. floor managers. to plan and discuss management arrangements for the build-up phase of the event to ensure that responsibilities and safe working practices during the build period are clearly understood. 28 . however.Build-Up and Break-Down Click here to return to main navigation page Subsections:    Build-Up Break-Down Venue Specific Rules NEC – Floor Layout – Mark-Out Colour Build-Up 1 The build-up is a critical phase of an event for which Organisers are ultimately responsible for all activity taking place within the halls and external loading areas. if appropriate. Exhibitors and contractors should be advised of the stand number and the location of the stand on the floor. Heavy Lifting: A copy of the lifting programme should be given to the Event Manager. 3 The following points should be considered during the planning process:  Floor Layout: Consideration should be given to complex structures and their location. if an extremely large load is expected or space for a crane is required. 2 Organisers are encouraged to hold specific meetings with contractors. Build schedule: The build should be scheduled wherever possible with consideration given to the mix of space and shell scheme stands. do space only stands have enough room to build or can the shell scheme stands be built slightly later. such as whether a vehicle needs to be placed on the stand before other stands are built.    eGuide 2011 v1 pg. Consideration should also be given to any other special build requirements for any contractors/stands. Traffic Marshalls and the lorry park. as well as the location of any service ducts or columns which may be on their stand space. If a stand requires special access and/or lifting requirements. Organisers should also consider whether they require a representative from the Lifting Contractor on the lorry park (only applicable if the venue has a lorry park). A communication plan should be agreed between the lifting contractor. detailing heavy lifting requirements and locations. Exhibitors and contactors should have carried out a risk assessment and issued PPE. times of operation and safety arrangements such as provision of a banks man should be agreed. the organiser should consider appointing an official lifting contactor for work inside the hall. particularly with regards to the width of the gangways around the stand. The lifting contractor and any other contractors using forklifts within the halls and the outside areas should follow the appropriate H & S legislation. Appointed official contractors. if appropriate. exhibitors and stand contractors also have a duty to ensure that they work safely. for example. Fork Lift Trucks (FLT): As FLT operations are considered hazardous. for example. H&S Managers and all other appropriate parties.

The opening of vehicle/cargo doors for contractor access must be authorized by the venue. if required. If painting on site the hall floor should be protected. battery operated equipment should be considered as an alternative. 29 eGuide 2011 v1 . if the floor surface is suitable. Organisers must consider the timings published in their Exhibitor Manual pg. Rigging: If rigging is required during a tenancy. On occasions when this is not practicable. Stands generating sawdust are responsible for the housekeeping of their work area and should sweep the gangways to maintain a safe environment for all other exhibitors and contractors. Hot works include welding and angle grinding. regardless of whether the works are taking place inside or outside the halls. 6 As breakdown is usually very busy and can create hazards. Carpet Laying: Carpet should be off-loaded. Wherever possible stands should be pre-fabricated and painted off site. 50% of the width of the emergency gangways should be maintained to ensure access for medical equipment such as trolleys or wheelchairs. Organisers should also consider marking the emergency gangways on the hall floor using appropriate tape. There should be a banksman with the machinery and the working area should be cordoned off . 5 The breakdown should be scheduled. it is extremely important activities are controlled and carried out in a safe manner in all areas. Working at Height: All contractors and exhibitors have a responsibility to work safely at height and should plan ahead and source the most appropriate equipment for the task. Hot Work Permit: Organisers should be aware of the Venue‟s process for obtaining a Hot Work Permit and should ensure that contractors and exhibitors are aware that a permit is required before any hot works take place. The common practice of offloading vehicles of all stand fitting and product onto the gangways should be discouraged. and the effective removal of waste during the build process. A Hot Work Permit is required for any hot work taking place on-site. A copy of the plan should be on display in the organiser‟s office. Housekeeping: Workshop benches/areas on the gangways should also be discouraged. transported and laid in a safe manner so as to prevent the risk of accidents. cherry picker/hoist access is to be agreed with the organiser.       Emergency Gangways: The Emergency Gangway plan should be communicated and issued to all stands/contractors so they can plan accordingly and refrain from using the gangways as storage areas. Break-Down 4 Following the closure of an event. breakdown will commence only when the venue has confirmed that the hall is clear of all visitors. Emergency gangways should be kept clear at all times throughout the build to ensure emergency vehicle and pedestrian access/egress. Emphasis should be given to:  Communication: Advising exhibitors and contractors of the details of the breakdown process is key to ensuring their understanding of arrangements and co-operation in maintaining a safe environment. managed and monitored in order to ensure that emergency gangways are maintained as evacuation routes and for emergency vehicle access. Where trailing cables cause hazards. Gangways should be clear to allow this activity to safely take place. Exhibitors and contactors should be encouraged to load their vehicles to fit with their build programme so that the first items required are the first to be unloaded. Working at height should also be covered by the Method Statement and Risk Assessment. Off-loading: Storage of crates on gangways can also cause congestion and hinder the build schedule for other contractors and exhibitors if their access has been blocked. Please check with the venue.

or immediately after the closing tannoy. times of operation and safety arrangements such as provision of a banks man should be agreed. Food waste should be placed in waste sacks and placed in any appropriate and available bin or left for collection. Space to the rear of the halls is often very limited and Organisers should consider this factor in breakdown planning. stock/product and display components can cause obstructions. Shell scheme: If the removal of specific sections of shell scheme are required to assist with the breakdown and flow of exhibitors this should be carried out in a safe manner and in a controlled area. raising of vehicle entry/cargo doors should only take place once the venue and organiser are in agreement that it is safe to do so. It is recommended FLT movement does not commence until initial breakdown activity has passed (usually 1 hour from closure). Fork Lift Trucks (FLT): As FLT operations are hazardous. working in pairs. Removal of Carpet: Gangway carpet removal should be planned and details of the schedule for removal agreed. Requirements for late power must be ordered through the electrical contractor and should be considered during the breakdown meeting. It is best practice to nominate a suitable pedestrian door to separate vehicle activity from the pedestrian access point. When heavy lifting involving more substantial equipment such as cranes is required a schedule detailing the method of work. Consideration should be given to how items will be removed from gangways as packing crates. It is important to ensure gangways are not obstructed with removed sections therefore consideration of how they will be stored is vital. It is important that carpeting contractors are fully briefed and supervised. Organisers should consider all phases of stand removal to ensure all parties work safely. Electrical contractors must wait until stands are empty before removing electrical fittings. Gangways: It is important to ensure emergency gangways must remain at least 50% clear during breakdown (confirm with venue).  Trolleys: Trolley movement should not commence until the venue and organiser have agreed it is safe to go ahead. Providing visitor or exhibitor badges to contractors to enable early access should not be permitted. Removal usually starts from the rear of the hall working towards the front. 30 . Traffic: Traffic is managed differently at each venue so it is important that Organisers ensure exhibitors and contractors understand and co-operate with the breakdown instructions.relating to the commencement of breakdown making sure enough time is given to enable the halls to be clear of visitors. Security: Full door manning is recommended during the last open hour of the exhibition and the first hour of breakdown to ensure that contractors don‟t gain access prior to the show closing. Following this contractors can begin taking stands down and it is important that this is controlled and does not expose those exhibitors still packing up to extra hazards. Dismantling of Stands: It is usual for the early stages of breakdown to focus on packing and removal of stock/product. Carpet rolls are cleared from gangways as removal happens. unless permission is obtained from the exhibitor. Access via the vehicle entry/cargo doors not the hall entrance is usually made available. Consideration should be given to exhibitors with trolleys on their stands and instruction should be given to allow visitors to clear the halls before trolley movement begins. methodically with care.          eGuide 2011 v1 pg. Waste: Leaflets and other leftover marketing collateral should be removed by exhibitors to avoid the Organiser incurring extra cost. Electrics: Power is normally switched off 30 minutes after the exhibition closes.

Venue Specific Rules NEC – Floor Layout – Mark-Out Colour 7 Exhibitors and contractors at the NEC should additionally be advised of the mark-out colour of the event.

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Click here to return to main navigation page Other relevant sections: Crèches

Subsections:  General Guidance

General Guidance 1 Children under 16 are not allowed in the halls during build-up and breakdown. 2 A clear policy must be in place with regard to allowing children entry to the event. This must be communicated to all relevant parties. 3 Any event which has a large number of children attending as visitors must have an enhanced security/stewarding presence, in accordance with the requirements identified in the event risk assessment. 4 If children are to perform at an event, the organiser must comply with the Children and Young Persons Act and the Children (Performances) Regulations, which set out maximum performance and rehearsal times and minimum intervals for meals and rest. The venue must be informed of the intention for children to perform at an event within the timescale required by the venue. A risk assessment must be carried out for each child. 5 Licences for children are provided by their Local Authority; for children not registered in the UK, the venue‟s Local Authority can provide licensing, subject to conditions.

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Compressed Gas
Click here to return to main navigation page

Subsections:    Mains Gas Compressed Gas Liquefied Petroleum Gas (LPG)

Mains Gas 1 All equipment requiring connection to the venue‟s mains gas supply (eg cookers and hot cabinets) must be installed by a Gas Safe Register engineer. 2 The installation must be accompanied by a Gas Safety Certificate, issued by the installer, to confirm that the appliance is safe and working correctly. Visit for further information. Compressed Gas 3 Details of any proposed use of compressed gas must be submitted to the venue no later than 28 days prior to tenancy and must include the gases or liquids proposed, and sizes of cylinders or vessels with their working pressures. 4 No compressed gas or Liquefied Petroleum Gas (LPG) shall be used within the venue without the prior written consent of the venue. 5 Flammable gases must comply with the Dangerous Substances and Explosive Atmospheres Regulations and the Petroleum Regulations. 6 Suitable warning notices must be provided where appropriate, drawing attention to the flammable nature of the materials. 7 Compressed gas cylinders or vessels containing liquids or gas under pressure shall be stored in a position agreed by the venue and only those cylinders required for immediate use shall remain on a stand. 8 All such materials in excess of the requirements for one day‟s demonstration or exhibition shall be stored away from the stand in a properly constructed flammable materials store. 9 Cylinders and other vessels shall not be connected or disconnected during the time that the event is open to visitors. 10 Cylinders shall be constructed and stamped in accordance with EN 1089-3 and be painted with identifying colours in accordance with BS 349; 1973, „Identification of Contents of Industrial Gas Cylinders‟. 11 Vessels containing liquids or gases under pressure (other than compressed gas cylinders complying with EN 1089-3) shall be fitted with safety valves of an approved type. 12 Where such vessels are used, a certificate in respect of a recent pressure test of each vessel shall be available for inspection.

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eGuide 2011 v1 pg. can be on a stand at any one time. all other bottles are required to be kept in a secure environment outside the building. sufficient for one day‟s use. 16 Only one bottle of LPG. 18 Connections to or disconnection of LPG is not permitted whilst the exhibition is open to visitors. 19 All empty cylinders must be removed from the venue.Liquefied Petroleum Gas (LPG) 13 The venue must be notified in writing at least 28 days in advance of tenancy of any proposed use of Liquefied Petroleum Gas (LPG). 15 The use of LPG in the exhibition halls is normally prohibited unless it is being used to demonstrate a product being offered for sale on a stand and only if other sources of fuel are unsuitable. 34 . 17 All LPG connections must be made by a Gas Safe Register installer with ACS certification. 14 LPG may only be used with the written consent of the venue.

10 A safe storage area. preferably in a locked cupboard. 11 Any cords must be tied up out of children‟s reach. Any crèche in the venue will generally be of a temporary nature and will normally come under the 5 day rule. not in the same location for more than 5 days per year. It is imperative that any organiser who intends to have a crèche facility at their event ensures that the crèche provider has registered with Ofsted in plenty of time to allow the necessary procedures to be followed. if present. 3 Crèches should be sited on the ground floor if possible and close to toilet facilities and exits. should be fitted with safety gates. details of the names. 12 An information sheet and plan should be produced and issued to parents detailing the location of the crèche and the location of the evacuation point in case of an emergency. 2 The organiser must provide the venue with details of any crèche no later than 28 days prior to tenancy.. The entrance should have a lobby area in order to allow space for parents booking children in and help prevent children escaping. ages. any crèche provider who is providing this service for more than 2 hours per day MUST be registered with Ofsted. 7 Proper arrangements must be made for the children‟s safe arrival and departure. eGuide 2011 v1 pg. Adequate play space should be provided. However.e. 13 Staff must be qualified (minimum of 2 staff required) and inducted prior to the children‟s arrival. A risk assessment must be carried out and must include procedures to be followed in an emergency.Crèches Click here to return to main navigation page Other relevant sections: Children Subsections:  General Guidance General Guidance 1 The National Standards for Under Eights Day Care and Childminding apply to crèches at events. 9 Any barriers must be high enough to prevent children from being lifted out. must be provided for staff bags and belongings. i. 4 Stairs. inaccessible to children. 5 Power points within children‟s reach should be fitted with safety covers. 6 Cleaning of the crèche must take place before the children arrive. Details shall include the layout. 35 . 8 Children should be supervised at all times whilst on the premises. numbers and experience of staff running it and any age restrictions for children. its proximity to toilet facilities and emergency exits. Dangerous substances and equipment should be kept out of children‟s reach.

. 5 The organiser must ensure that there are sufficient registration and ticketing staff in relation to anticipated visitor numbers.g. 6 Should the anticipated number of visitors be likely to exceed the hall capacity figure. how long the visitors stay and at what time the majority arrives. male/female. the following must be implemented:  Daily monitoring of pre-sold ticket sales pg.. with a limit on ticket sales for each day Early opening time to avoid queuing in public circulation areas Separate ticketing arrangements for theatres Alteration of seating arrangements Other considerations for specific events. senior citizens and any other groups with special requirements. wider gangways. Stands carrying out demonstrations should not be grouped together and must have a viewing area within the stand. if applicable Location of registration desks/ticket kiosks and catalogue points 4 Potential hot-spots and queuing areas should be identified and additional stewarding staff booked to manage these areas. 36 eGuide 2011 v1 .Crowd Management Click here to return to main navigation page Subsections:   Pre-event planning During the event Pre-event planning 1 The organiser must inform the venue of anticipated attendance figures for the event during tenancy negotiations. prams and/or small children are anticipated 3 During the planning process.e. and separation from traffic. e. The venue may require some or all of the following measures to be considered where potential crowding issues are identified:       Amendments to the layout plan to incorporate space for additional catering areas. people with disabilities Profile of ticket sales and „turn around‟. children. i. the organiser must provide the venue with the following information:         Daily breakdown of anticipated attendance Advance ticket sales or registration figures Number of complimentary tickets. taking into account maximum permitted capacities and concurrent tenancies.g.. Anticipated attendance in addition to pre-booked numbers Anticipated number of coaches or shuttle buses. i.e.g. where large numbers of wheelchairs. e. toilet and catering facilities. The welfare of those queuing should also be considered. It may be necessary to open registration/ticket desks early where it is anticipated that large queues may form. in order that suitable halls and dates can be agreed. babies.. details of special offers and marketing campaigns Mix of visitors. e. queues and viewing areas Pre-sold tickets only. 2 The floor layout must take into account any significant features which may lead to crowding in any one area and sufficient space must be allowed in order to avoid „hot-spots‟.

e. arrangements must be made to inform waiting visitors of the situation. security and stewarding staff must hold visitors away from turnstiles and ticket points Queues must be safely managed eGuide 2011 v1 pg. where available. 37 . ticket holders.. ticket purchasers Additional kiosks/desks.g. should be used as necessary Signage should be used effectively to facilitate the queuing process and keep visitors informed of arrangements If it becomes necessary to suspend entry into the hall.    Consideration of suspension of advance ticket sales to allow for a walk-up audience Additional signage Additional information on the event web site Discussions with the venue regarding visitor management plans During the event         Visitor numbers within the hall must be monitored Effective stewarding and sufficient staffing levels must be in place Queuing areas should be identified for different groups. A separate room should be made available for handling complaints and ticket refunds Any complaints of a health and safety nature in connection with overcrowding should be notified to the venue 7 If visitor numbers are close to reaching the hall capacity. the following arrangements should be followed:      Ticket sales should be suspended to avoid closure Entry of visitors into the hall should be suspended if necessary All stewarding and security staff should be put on standby to ensure they are in the correct positions When the hall is closed.

uk Tel: 0121 782 5221 eGuide 2011 v1 pg. 3 Further information can be obtained from: HM Customs and Excise Thomas Paine House Torrens Street Angel Square London EC1V 1TA NEC Customs .Birmingham International Airport Tel: 0845 010 9000 Web site: www. as well as transport to and from the venue and on-site lifting. Customs clearance of goods takes place at the port of entry.Customs and Excise Click here to return to main navigation page Subsections:  General Guidance General Guidance 1 Exhibitors importing goods must contact Customs and 38 .hmce. 2 The organiser is advised to appoint a freight forwarding contractor who can arrange clearance on behalf of exhibitors.

2 Any damage to the venue. over and above normal wear and tear to the building will be charged accordingly.Dilapidations / Damage to Venue Click here to return to main navigation page Subsections:  General Guidance General Guidance 1 All necessary precautions should be taken to protect the fabric of the building from damage during the construction and dismantling of stands and features. 39 . 3 This includes the removal of carpet tape not removed by the contractor after the event and any damage to the floor caused by the use of tapes not approved by the venue. eGuide 2011 v1 pg.

Irons. Kettles. describe the requirement that “All (electrical) systems shall at all times be of such construction as to prevent. unless he possesses such knowledge or experience. Radiators etc Batteries Harmonic Distortion Electromagnetic Compatibility Mains Supply Mains Supply Cables Appendix 1: Forms Appendix 2: Inspection & Testing regimes Venue Specific Rules YEC – General General Guidance 1 The Electricity at Work Regulations. or is under such degree of supervision as may be appropriate having regard to the nature of the work”. notably regulations 4 and 16. Absolute compliance with the BS 7671 standard is therefore generally considered to be the strongest legal defence for any given party in the event of legal action following an electricity eGuide 2011 v1 pg.Electrical Installation & Testing Click here to return to main navigation page Subsections:                                     General Guidance Competence Requirements and Definitions Note on UK Electrical Supplies Stand Installations Testing Re-Testing Modification or Addition to Stand Installations Appliances Responsibility Floor Ducts & Service Tunnels/Overhead Walkway Main Switchgear & Distribution Earthing Electrical Wiring Lighting Circuits Special Lighting Systems Separated Extra Low Voltage Lighting Systems Protection of Wiring Local Switches & Socket Outlets Electric Motors Guarding Equipment Transformers & Frequency Converters Space for Working Chokes & Capacitors Lighting of Cages Lighting of Signs Lighting of Showcases Electrical Discharge Lamp Installation Electrical Cookers. danger” and that “No person shall be engaged in any (electrical) work activity where technical knowledge or experience is necessary to prevent danger or injury. The official HSE guidance to the Electricity at Work Regulations suggests that “BS 7671 is a code of practice which is widely recognised and accepted in the UK and compliance with it is likely to achieve compliance with relevant aspects of the Regulations”. so far as is reasonably practicable. 40 .

the task force is road-mapped to review and develop this guidance on an ongoing basis against future legislation and emerging technological and methodological advancements and remains proactive in seeking comment and insight from both inside and outside of the event industry. that venues. Never works unsupervised Labourer 8 Can mechanically fix. unless stated otherwise as a “Venue Specific Rule” (eg see YEC. where appropriate. Never works unsupervised Note on UK Electrical Supplies 9 For non-standard voltage and frequencies. Stand Installations 10 It is the responsibility of the person undertaking the electrical installation to carry out the appropriate inspection and testing to verify compliance with these regulations upon completion of the installation. 3 It is stressed. above) official eGuide adopting venues have agreed to accept the following. Competence Requirements and Definitions Electrician Installation (testing. legal representative and insurer). and where adopted is believed. by them. The Venue will not supply electricity to any installation. City and Guilds 2330 part 1 and part 2 . no part of the wiring process. developed from 2008 by a specialist ESSA/AEV facilitated task force consisting of senior members of the event venue. Mates Wirer. modified guidance as an acceptable minimum standard for electrical installation within their halls (effective from October 1st 2011). labour control.or Equivalent. helper 6 Always under supervision. organisers and electrical contractors must all make their own decision as to what constitutes compliance with the law by means of a suitable and sufficient risk assessment (taking into consideration the unique profile of each project and. working with a competent person or electrician Apprentice 7 Undergoing educational training. which does not comply with these regulations or requirements. Under the auspices of the general eGuide committee. however. Competent Person (installation) 5 Qualified by training and experience having worked in the exhibition electrical industry for at least 5 years. 2 However. 41 . or. electric and safety communities. Testing 11 The person undertaking the testing and inspection must be a competent person. This is an independently created methodology. eGuide 2011 v1 pg. fault finding) 4 Qualified to the standard of City and Guilds 2360 part 1 and part 2.related accident. possession of professional card such as JIB card. the client may be allowed to bring suitable voltage transformers and frequency converters if written permission is given by the venues approved person. advice from their health and safety adviser. and some AEV venues may subsequently make this approach to electrical work a condition of tenancy. to deliver a strong legal defence given the unique operational challenges in the event production environment. and be able to prove this via provision of a reference from a ESSA/AEV Technical Committee member or AEV/ESSA Board Member. or others as stipulated by ESSA/AEV Technical Committee.

after initial inspection and energising of mains supplies. Modification or Addition to Stand Installations 15 If. or contractors employed by the Venue.12 Upon satisfactory testing and inspection. The event organising company must ensure that the product owner is aware that it is their responsibility to make certain their appliance is safe. for whatever reason. If an installation is found to be unsatisfactory. Access 22 No person shall enter the service tunnels. a charge will be made for re-testing. eGuide 2011 v1 pg. a charge will be made for re-testing. more than twice. Floor Ducts and Service Tunnels/Overhead Walkways Exclusion 20 Ducts set into the floors of the Hall and the service tunnels under the floors of the Halls. 13 Where found to be satisfactory the supply will be connected to the electricity supply and energised. switch rooms or other service areas without permission in writing from the Venue's Mains Installer or his nominees. Once the Venue Mains Installer has received the signed form from the electrical installers competent person the venue mains installer will after a visual check energise the system. these must be recorded. Access to and use of the floor ducts is limited to employees of the Venue. where applicable. who must rectify any faults and advise the venue when the installation is ready for re-inspecting by resubmission of the Connection and Energisation Form. modifications or additions are made to the stand installations. provided that the installation in the ducts is carried out by or under the supervision of the Venue's Mains Installer and that such use has been agreed in writing. Limited Use 21 The Venue will consider limited use of the floor ducts. for the purpose of installing main supply cables and piped services. Responsibility 17 The Venue will not accept responsibility for: Delays 18 Delay in energising installations found unsatisfactory or where insufficient time has been allowed for testing. 42 . the supply will not be connected and the Venue will advise the person responsible. for purposes other than those specified above. Faults 19 Any faults discovered in installations after testing and energising by the Venues. Venue printed forms only to be submitted: a photocopy will not be accepted. Where stands fail the test. do not form part of the hired floor space. where applicable. Appliances 16 It is the owner or user‟s responsibility to ensure that portable appliances are safe to be plugged into the electrical system. prior to the commencement of the Licence Period. Re-Testing 14 Where stands are not complete and fail the test as a result of the installation not being finished. tested and inspected by the competent person undertaking and notified to the venue. the competent person must sign and submit a Connection and Energisation Form to the venue mains installer (Sample of the form is attached).

Earthing Regulations and Codes of Practice 33 Metal conduit.Main Switchgear and Distribution Block Mains 23 A single mains cable may be installed to supply a block of up to six adjoining stands. 24 24 hour VENUE mains supplies shall NOT be used as Block Mains. The mounting board provided by the contractor for this equipment shall be of sufficient size to allow the fused isolator provided by the Venue to be fixed thereon. 32 Earth leakage (RCD) protection of not more than 30 mA rating shall be provided (by the contractors) for all wiring beyond the termination point of the Venue's supply. frames of motors. The distribution board shall be provided with suitable cable entry protection and tested prior to arrival on site. eGuide 2011 v1 pg. Lighting Fittings 34 At every lighting point an earth terminal shall be provided and connected to the earth continuity conductor of the final sub-circuit.. 31 Where circumstances dictate supplies exceeding 100 amps as absolutely essential. "all insulated apparatus”. electromedical equipment. This approval will only be given where the electrical installation is on continuous walling on all stands within the block is the responsibility of a single contractor. Isolation 27 Each mains supply shall have its own means of isolation.5mm2. This Regulation shall apply to all matters covered by the British Standard 7671 (IEC 364) referred to in clause 1. these will only be provided following full consultation with the Venue. and appliances which conform to the standards of double insulation) the current edition of these special regulations shall take precedence. External Supplies 30 Supplies external to Halls shall generally be limited to a maximum rating of 100 amps 3 phase Neutral and Earth or 100 amps single phase Neutral and Earth. Where separate special regulations and codes of practice have been prepared and approved by the Authorities (i. The crossing of gangways via fascia or floors with sub-mains shall be prohibited.. etc. 43 . The electrical contractor responsible for the stand installation shall supply suitable cabling to connect his installation to the fused isolators on the main supply cables supplied by the Venue. 25 Specialist exhibitions that necessitate 24 hour Block Mains will be considered for exemption from this ruling provided that suitable and sufficient risk assessments accompany the request which must be presented to the venue 4 weeks prior to the exhibition build up. motor controls. unless where authorised by the Venue. starters. unless authorised by the Venue. Location of Boards 28 Distribution boards and similar equipment shall be installed adjacent to the fused isolators provided by the Venue. etc. 29 Switch and fuse gear. shall be efficiently bonded to earth using the earthing system provided within the Venue's permanent electrical distribution system. suitably connected and out of reach of public gangways. Each of the stands on a block fed from a single supply shall have its own means of isolation situated in an accessible position on the stand. Minimum Cable Size (Sub-Mains) 26 The minimum acceptable cable size (subject to 20A loading) for the wiring of block sub-main supplies shall be 2. metal casing of apparatus. electrical installations in caravans.e.. shall be readily accessible.

wherever exposed.. and shall be enclosed in totally insulated enclosures. RCD‟s are considered as supplementary protective devices and should be installed in addition to an approved rated fuse or other excess current devices.5mm2 and cross sectional area and 300/500 volt grade. elastomeric or other plastic sheathed cable. Metal Sheathed Cable 43 Mineral insulated metal sheathed cable may be used in approved conditions and where it is not liable to mechanical damage. be totally insulated using green and yellow PVC sleeving. this shall be to an earth conductor which terminates at the Venue's electrical supply. All joints. Excess Current Protection 45 All circuits must be separately protected for excess current with fuses or other means of close excess current protection. Electrical Wiring Material Specification 39 Stand wiring may be Thermoplastic. complying with the relevant and current British Standard and with a current density not exceeding that recommended in the relevant and current British Standard.Metal Framework 35 Where the electrical bonding to earth of metal framed stands. Joints 42 Joints shall not be made in cables except where necessary as a connection to equipment/accessories. which are specifically designed for use with the type of cable installed. must also have a current density not exceeding that recommended in the relevant and current British Standard. 36 Where block mains are employed on metal framed stands. Use of Residual Current Devices (RCD’s) 38 Final circuits rated up to 32A shall be provided with additional protection to reduce/control the risk of electric shock from direct contact by the fitting of an RCD with an operating current not exceeding 30mA and a tripping time not exceeding 40mS at 5IAN. The bonding conductor shall have a minimum cross section area of 6mm2. including within all termination enclosures. eGuide 2011 v1 pg. terminations and fixings. Under no circumstances shall any of these items be used as the sole means of earthing an electrical installation. not less than 1. 40 Flexible cables used for circuit wiring in approved manufactured systems. must be made using accessories. the stand framework shall be bonded at the incoming main position and also at the termination point of every sub-main. Identification 41 Identification of all wiring shall be in accordance with the colour or numbering systems recommended by BS7671 (IEC364). The bonding conductor shall have a minimum cross section area of 6mm2. metal water pipes. In such cases insulated screwed connection shall be used. Insulation Sleeving 37 Every earth continuity conductor shall. RCD‟s shall be performance tested immediately before or at each show but not exceeded annually. Current Capacity 44 Current capacities must be in accordance with the "exposed to touch" conditions of BS7671 (IEC364). connections. sinks and other items is necessary. etc. 44 .

and complies with the requirements of paragraph 6. 49 Flexible cords shall be of circular section. Flexible Cords 48 Flexible cords or cables used in approved manufactured systems for circuit wiring shall have a cross sectional area of not less than 1. serving more than one fitting. 45 . Heavy lighting fittings shall be provided with a secondary means of suspension.5mm ² and comply with the relevant and current British Standard. flexible cords shall not exceed 2 metres in length and for mobile appliances (e. Mains Load 47 Where the lighting load to any stand or feature is in excess of 14000 VA. the circuit shall be arranged to be suitable for connection to a 3 phase supply with neutral and phase conductors being of equal size. Lampholders using spikes for connections shall not be used. shall not carry more than 1200 VA and all sections of the wiring system shall be capable of carrying its circuit full load current. Suspended Lighting Fittings 52 Suspended lighting fittings (other than single lamp pendants) shall be provided with adequate means of suspension independent of the electrical conductors. Special Lighting Systems Track Lighting Systems 53 These may be used provided the track and all the accessories are of the same make.g. Where discharge lighting is connected the appropriate reduction shall be made (normally to 800VA). 50 For static appliances. fully insulated and sheathed. Protection of Wiring. being shrouded and having an earth terminal. and the only form of jointing shall be purpose made non-reversible flex connectors. Earthing and paragraph 11. All apparatus over 1000 VA shall be individually fused.. and all other aspects of the Regulations. Where a system is wired in flexible cords and cables wholly or in part. Suitable overcurrent protection must be provided as required under regulation 8. vacuum cleaners) the length shall be kept to a minimum. and also provided the loading on the system is compatible with the rating of the sub-circuit wiring and fuse.1. testing and resetting purposes. eGuide 2011 v1 pg.1. an RCD of maximum rating of 30mA tripping current shall be installed at the source of the installation and fitted in an accessible position for switching.Lighting Circuits Maximum Capacity 46 Lighting circuits. Lampholders 51 Lampholders of lighting systems must have screw clamp or screw terminal connections between the conductors and the plungers of the lampholders. Other Lighting Systems 54 Only systems designed and manufactured to suit their intended use shall be permitted and these must comply with paragraph 11. Client's Own Equipment 55 Where "client's own" equipment is used this must comply with all regulations and is subject to testing and spot checks.

Separated extra low voltage lighting systems previously known as Safety Extra Low Voltage Lighting System Transformers 56 Multiple connection Separated Extra Low Voltage (SELV) Transformers shall be of Class II safety isolating type conforming to the relevant and current British Standard, or providing an equivalent degree of safety, having a fused primary connection. Every secondary connection shall be individually fused to its appropriate rating or shall be fitted with a manual re-set protective device approved by the Venues Engineer. 57 Transformers shall be clearly labelled indicating the precise details of any integral secondary circuit protective device: that they are manual re-set and shall include the rated transformer power output in VA. Positioning 58 Particular care shall be taken when installing SELV transformers, which shall be fixed at high level, allowing adequate ventilation and access for testing/fuse replacement. Cable Sizing 59 Selection of cabling for SELV circuits shall take into consideration both volt drop and current carrying restraints subject to a maximum volt drop on 12v supplies of 0.6 volts. Cabling from SELV transformers supplying Extra Low Voltage track shall be of sufficient size for the full current rating of the transformer. ELV Fitting 60 Shall comply fully with IEC598 and the relevant British Standard. Catenary/Uninsulated Pole Low Voltage Systems 61 The use of uninsulated catenary or uninsulated pole separated extra low voltage systems is prohibited. Earthing of SELV Equipment 62 Secondary windings of SELV transformers, fittings and lighting track connected to same shall not be earthed. Power Circuits 63 Circuits feeding 13 amp socket outlets shall be radials. Where there is more than one socket per circuit, maximum rating of over-current protective device shall be 16A amps. Total load shall not exceed 3000 watts and not more than 3 sockets shall be permitted on that circuit. A 30mA RCD protective device shall be fitted. Coils/Reels of Flexible Cord/Cable 64 Coils of flexible cord or cable loose or on reels and forming part of the circuit shall not be permitted. Protection of Wiring Final Stand Wiring 65 All electrical wiring, where liable to mechanical damage or interference, shall be tough overall sheathed or armoured or enclosed in protective conduit, trunking or cladding. Conductive materials including flooring used to provide mechanical protection shall be efficiently continuously bonded to earth. Where tough overall sheathed cables are used without further protection, i.e., without armour or protective conduit trunking or cladding, such cables shall have stranded conductors and shall have a degree of flexibility. A 30mA RCD must be fitted to final stand wiring circuits up to 32A.

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Temporary Supplies 66 The wiring of temporary supplies shall be subject to the requirements above. In circumstances where full mechanical protection is impracticable the supply may be provided if 30 mA RCD protection is installed. Local Switches and Socket Outlets Local Switches 67 Local switches shall be fixed out of reach of the public and shall be mounted and protected in a similar way to distribution fuse boards (Clause 04.c.). Socket Outlets 68 Socket outlets shall be of the switched type to BS 1363 (198A) of metal clad industrial type or suitable equivalent to BS 1363 (1995) for mechanical protection and be provided with suitable cable entry protection. 69 Socket outlet enclosures shall be securely fixed to walls, partitioning or floors in such way that they shall not be subject to mechanical damage and shall be located not less than 2 metres (measured horizontally) from any sink unit. Suitable consideration must be given to the ingress of moisture. Wall sockets shall be a minimum of 300mm above floor or work surface level. Water Heaters 70 Water heaters shall be connected via fused spur outlets – NOT SOCKET OUTLETS. Floor Sockets 71 Where a floor mounted socket outlet is essential, it shall be adequately protected from the accidental ingress of water, and shall be of surface mounted pattern. Plugs 72 Not more than one flexible cord shall be connected to one plug. 73 The rating of fuses in fused plugs shall be appropriate for both the equipment and flexible cord connected thereto. Non flexible cords shall not be connected into plugs Adaptors 74 Multi-way plug-in type and bayonet adaptors shall not be used. 75 The use of Trailing/Block type 4 way fused sockets shall be restricted to the following: One 4 way unit per fixed socket outlet, subject to a maximum loading of 500 watts total and its plug shall be fused accordingly. 76 A maximum flexible cord length of 2 metres from plug to Trailing Block Unit. Electric Motors Isolators 77 Every motor shall be provided with an effective means of isolation on all poles and such isolators shall be adjacent to the motor which they control. Starting 78 Motors in excess of 7.5 kw (10 hp) shall be fitted with current limiting devices for starting, i.e., shall not be started "direct-on-line". Where, however, the "direct-on- line" starting of a motor is essential to the satisfactory operation of the machine, details of such requirements shall be submitted in advance to the Venue for dispensation. Overload and No Volt Release 79 Every motor in excess of 0.375 kw (½ hp) shall be fitted with a starter having an overload release in each phase line. eGuide 2011 v1 pg. 47

80 Every motor shall be provided with a suitable means to prevent automatic restarting after a stoppage, due to a drop in voltage or a failure of the supply, where unexpected re-starting of the motor might cause danger. Guarding Equipment Electrical Equipment and Exhibits 81 Electrical equipment and exhibits shall be guarded as necessary to prevent accidental contact with live metal, moving parts, live terminals, etc., and accidental short circuiting. Conditions of Operation 82 Proper consideration shall be given to the conditions under which the equipment is being demonstrated, which may well differ from the conditions under which it is normally installed and for which the normal safeguards will no longer be appropriate. Lighting Fittings 83 Lighting fittings mounted below 2 metres from floor level or otherwise accessible to accidental contact shall be firmly and adequately fixed and so sited or guarded as to prevent risk of injury to persons or materials. Heat Generation 84 Incandescent lamps and other apparatus or appliances with high temperature surfaces shall, in addition to being suitably guarded, be arranged well away from combustible exhibits and in such a manner as would prevent contact therewith. Stands containing a concentration of electrical apparatus, lighting fittings or lamps liable to generate abnormal heat shall have well ventilated ceilings, which shall be made of incombustible materials. Transformers and Frequency Converters Step-up Transformers 85 Step-up transformers shall not be installed without the written permission of the Venue‟s Engineer. Where such permission is requested, drawings and full details shall be submitted at the time of application. Where, however, step-up transformers are used as an integral part of any electronic or similar apparatus, appliance or equipment, and providing the use of such step-up transformers conforms with the customary practice within a particular industry, or where the installation of the transformer conforms with the conditions of paragraph 18 below, no such permission will be required. Step-Down Transformers 86 Step-down transformers shall have separately wound primary and secondary windings. The iron core and frame shall be connected to earth. In addition to the normal fuse protection on the phase line(s) of the primary circuit, the secondary protection in the phase line(s) and with three phase transformers, the neutral connected to earth. Auto-Transformers 87 Auto-transformers shall not be used, except as an integral part of motor starters, unless the written permission of the Venue has been obtained. Location 88 Transformers shall be placed in positions out of reach of the public and must be adequately ventilated. Oil-Filled Transformers 89 Oil-filled transformers containing more than 20 litres of oil shall be mounted in a suitable catch-pit or tray capable of containing the entire quantity of oil plus a margin of 10%.

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The units shall be fused at the correct current rating to protect cable and equipment.Frequency Converters 90 The Venue shall be notified in advance of the intention to provide apparatus to convert the frequency of the electrical supply to any machine or exhibit. 49 . Lighting of Signs Fixing 95 Electrically operated or illuminated signs shall not be fixed on woodwork or cloth unless effectively protected by non-combustible material. Connecting Wiring 93 Where choke and capacitor equipment for fluorescent lighting is not contained within the lighting fitting. Space for Working 91 Electrical apparatus (other than exhibits and portable equipment) shall be fixed in position with adequate space for operation and maintenance. The minimum c. Chokes and Capacitors Location 92 Choke and capacitor equipment for fluorescent lighting shall be fixed in accessible and wellventilated positions away from combustible material and shall be spaced at least 10mm there from by an air gap or by non-combustible material. eGuide 2011 v1 pg.5mm2.s. Construction and Wiring 96 Internally illuminated signs shall be constructed of approved materials and wired in approved type cables (not flexible cords). Location 97 Illuminated signs which in any way resemble exit notices and similar mandatory signs shall not be positioned in such a way as to cause confusion to the public. Internally 99 Internally illuminated showcases shall be constructed of suitably approved materials and wired in approved type cables (not flexible cords) and adequately ventilated. placed well away from readily flammable articles and shall not be installed under flooring or in spaces enclosed by stand construction. Lighting of Cages 94 Any artificial lighting of cages or enclosures for livestock shall be arranged outside the cages or enclosures and any heating shall be to the satisfaction of the relevant Authorities.a of the cable shall be 1. which are related to the expected internal ambient temperature and adequately ventilated. showcases shall be illuminated from the outside only. any connecting wiring exceeding 1. PVC insulated flexible construction.0 metre in length shall be of PVC sheathed. A valid PAT test is required and the label clearly visible. Lighting of Showcases Externally 98 Unless the exhibits are of an incombustible nature.

boat engines. kettles. irons. Any apparatus. whether of high or low voltage operations. Adjacent Construction 107 Walls adjacent to all electrical cookers. Shelves are not allowed immediately above any of the appliances. and adequate ventilation shall be provided. etc. hotplates. irons. and conform to the following conditions: Location 101 The sign or lamp exhibit shall be installed out of reach of or shall be adequately protected from the public. or in accordance with paragraph 506k. No installation of this type will be permitted unless approved by the Venue‟s Engineer in writing. Irons. irons. they shall be separately connected to the electrical supply. Fireman’s Switch 103 A separate electric circuit must be used to supply such signs or lamp exhibits. ignition or starting for motor vehicles. Installation 102 The fascia or stand fitting material behind luminous signs of this nature shall be incombustible material and protected as required by BS7671 (IEC364).. Electrical Cookers. etc. Radiators. Approval 104 The Venue shall be advised by persons responsible for installing this type of apparatus of their proposals prior to installation on site. Kettles. General 105 The use of radiators or heaters with exposed elements is not permitted. The use of approved purpose made self-contained secondary lighting fittings both of a maintained and non-maintained pattern will be permitted provided that they are connected to a 24 hour supply. All appliances under this heading which are liable to exceed a surface temperature of 70oC shall be supplied from a socket outlet having a pilot lamp indicating whether the appliance is switched on or not.Electrical Discharge Lamp Installations 100 Discharge tube signs or lamp installations used as illuminated units on stands. or as part of an exhibit. and all electrical appliances such as electric kettles. All equipment shall be PAT tested and labelled. which has a hot surface. Electric cookers shall be wired on an independently fused final sub-circuit complete with 30mA RCD protection. etc shall be protected with noncombustible material. Kettles. Batteries 108 Charged batteries may only be exhibited as part of electric lighting. eGuide 2011 v1 pg. small demonstration house lighting plants or other small working devices. High Voltage Gear 102 High voltage gear shall be mounted on incombustible material and protected as required by BS7671 (IEC364). Electric Kettles 106 Electric kettles shall be fitted with an automatic safety device whereby in the event of boiling dry the kettle will be automatically disconnected. 50 . shall be guarded where necessary and stood or mounted on incombustible material. No stand lighting shall be connected thereto. shall be regarded as high voltage for the purpose of these Regulations. radiators. radiators and similar appliances shall not be connected to the lighting circuit. and shall be controlled by an approved pattern “Fireman‟s emergency switch” located in an accessible and visible position and labelled “Fireman‟s Switch” in a visible and fully accessible position in accordance with the Authority‟s requirements.

separate from all other circuits. 51 . whether in use or not.Terminals 109 All terminals of charged batteries. No protection is incorporated in the mains to counteract interference produced by other exhibitor‟s equipment connected to the same source of supply. Batteries Not in Use 116 Charged batteries not in use on exhibit vehicles or other exhibits shall be disconnected at both terminals. Switches and Fuses 110 A double pole metal clad switch with suitable fuses shall be fitted and shall control all connections serving such appliances. and is otherwise of an approved type. the Venue. No Smoking Signs 115 "No Smoking" signs shall be displayed in the vicinity of the charging operation. 121 Connect only via a physically separate supply (i. 118 The customer‟s equipment shall not under any circumstances emit into the supply any currents in excess of the following: 119 Third harmonics in excess of 48A RMS and /or in excess of 15% of load current. Fifth harmonics in excess of 28A RMS and no harmonic current emissions in excess of the recommendations given in the Electricity Association‟s Engineering Recommendations G5/4. Charger Isolation 113 The circuit to the charger unit shall be directly connected to the Venue's supply with its own isolator. Electrical equipment which produces harmonic distortion can cause problems for the local area supply board. a generator) 122 Impose additional charges to cover the costs of remedial works. Enclosure 114 The vehicles or equipment and its charger must stand in a free and enclosed space. Charging 111 The battery charging unit shall be fitted with an automatic current regulator which cuts off the mains supply to the rectifier when the battery is fully charged. Harmonic Distortion 117 The Venue‟s mains normally provide an acceptably “clean supply”. Times for Charging 112 The battery shall not be charged on the stand except at times when the public is not in the Hall. depending on the exact nature of the harmonics being produced by the load. to permit the isolation of these other circuits without affecting the charging circuit. eGuide 2011 v1 pg. This equipment may only be used if adequate precautions and harmonic filters are used. shall be fitted with a cover of non conducting incombustible material. All sensitive/vulnerable equipment should be protected by filters etc. 120 The VENUE reserves the right to: Refuse to connect any suspect equipment and disconnect any known problem equipment. the battery box cover shall be removed and the gas vents of the cells shall be cleared and inspected daily.e. and other clients in the Hall.

123 Recover any costs to repair damage to the VENUE‟s supply equipment or to others equipment. Electro Magnetic Compatibility 124 Any electrical equipment radiating a magnetic field could cause problems for the Venue and other clients in the hall. This equipment may only be used if adequate precautions and suitable screening is provided. 125 Any extra costs involved to overcome the magnetic problems will be the responsibility of the installer. 126 Liability for any costs/damage to Venue‟s supply equipment or others equipment lies with the installer. 127 The Venue reserves the right to refuse to connect up any suspect equipment and disconnect any known problem equipment. Mains Supply Right of Supply 128 All current for consumption on the Premises, howsoever generated, shall be supplied by the Venue. Standard Supplies 129 These comply with the EU Harmonized Voltage Band of + 10% and – 6% Single phase 230v 50hz (216v to 253v) Three phase 415v 50hz (376v to 440v) 130 All electrical appliances used by exhibitors must be compatible with standard UK voltage provided by the Venue, as to ensure safety in use. Separate Lighting and Machinery Mains 131 Separate mains shall be supplied by the Venue for machinery and for lighting and small power. 24 Hour Supplies 132 24 hour supplies are available for any standard supplies during the open period and by arrangement for breakdown of an exhibition. 24 hour supplies cannot be guaranteed during build up. "Clean" Supplies 133 The Venue's mains normally provide an acceptably "clean" supply. No protection is incorporated in mains to counteract interference produced by other exhibitors' equipment connected to the same source of supply. All sensitive/vulnerable equipment should be protected by filters, etc. Non-Standard Supplies 134 Alternating current supplies which are non-standard in voltage, current or frequency and direct current supplies may be arranged on application to the Venue. Load Limitation 135 The Venue, at its own discretion, will limit the power rating of a supply or supplies where, in the Venue‟s opinion, the load or combination of loads requested may have an adverse effect on the supplies to other exhibitors. Where it is proposed by the Organiser to group exhibitors demonstrating heavy current consuming machines in such a way as to cause an abnormal demand (i.e., in excess of 100 watts per square metre) in a particular section of the exhibition, the Organiser should discuss this arrangement with the Venue prior to the final allocation of stand space to exhibitors and should endeavour to conform to any rearrangement required by the Venue.

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Power Factor 136 The Venue aims to achieve a minimum .9pf on site but is required by the Electricity Supply Authority to maintain a Power Factor of not less than 0.92 lagging. Where electrical machines or equipment at an exhibition are such that in the opinion of the Venue the Power Factor is likely to fall below 0.92, Power Factor correction apparatus shall be supplied and installed by the person responsible for the electrical installation. Correction Apparatus 137 Correction apparatus shall be connected on the "load" side of the main switches controlling the supply to the stand or individual piece of equipment. The scale of provision shall be that agreed by the Venue. Notification 138 The Venue will notify Organisers, within a reasonable time after it becomes apparent, of the likelihood of correction apparatus being required at the exhibition. Main Supply Cables Supply and Installation 139 All main supply cables from the Venue‟s electrical distribution system to the point of supply, which may be an exhibit, stand or group of stands, shall be supplied and installed by the Venue. Termination 140 Each cable will be terminated with a fused isolator or circuit breaker supplied by the Venue. Separate Lighting and Machinery Mains 141 Separate mains will be supplied for machinery from those used for the provision of lighting and small power. A machine is defined as a single item of plant or equipment, which could not be connected using a 13-amp socket or spur unit. Connection of Machinery to Lighting Mains 142 Connection of machinery to lighting mains will be permitted. Connection of Lighting or Small Power to Machinery Mains 143 Connection of lighting or small power to machinery mains is prohibited. If any such connections are made, then the party responsible for placing the order for electrical supplies to that stand will be required to order and have installed an appropriate lighting main. Where this is not practical the stand will be subject to a surcharge equivalent to the late order cost of the lighting main which would otherwise have been installed. Proliferation of Mains Cables 144 Where installation of a number of small supplies would, in the opinion of the Venue, lead to an unacceptable proliferation of mains cables, the Venue may, at its discretion, either itself install a large main cable and provide the mains ordered by sub distribution within the block, or instruct the nominated electrical contractor that only a single main will be installed to the group of stands. Access for Installation 145 The main supply cables to stands or exhibits will be installed before or immediately after the starting date of the Licence Period, provided that the supply has been ordered from the Venue by the agreed date (see paragraph 29.1 below). Before occupying the stand site, exhibitors and their contractors must check with the Venue that the supply cables have been installed and, if not, shall only occupy areas of the stand site permitted by the Venue until such time as the supply cables are installed.

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Appendix I: Forms

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but all of the following elements should be considered and checked:  Connection of conductors  Are terminations electrically and mechanically sound? Is insulation and sheathing removed only to a minimum. 55 . This initial verification confirms that the equipment and materials are of the correct type and comply with the relevant standard. This appendix seeks to provide additional information on the testing regime points. a) Live / dead test: visual inspection 148 The HSE have recognised that 95% of all faults are identified during a visual inspection and this is the first essential part of the testing process. that all parts of the installation have been fixed adequately and that no part of the installation is visibly damaged or otherwise defective. to allow satisfactory termination?     Identification of conductors Are conductors correctly identified in accordance with the AEV / ESSA rules & regulations? Routing of cables Are cables installed with appropriate consideration of external influences.Appendix II: Inspection and testing regimes for electrical installations at UK events and exhibitions 146 The following copy relates directly to the electrical installation test form featured in „Appendix I‟ and to BS 7671 2008 (seventeenth edition). such as mechanical damage. The system or regime of inspection and testing described below is appropriate to the nature / type of installation commonly found at UK events and exhibitions. correctly located and installed? eGuide 2011 v1 pg. are fire barriers present and is there provision for protection against thermal effects? Protection against shock What methods have been used to provide protection against direct and indirect contact? Mutual detrimental influence Are wiring systems installed such that they can have no harmful effect on nonelectrical systems? Are systems of different currents or voltages segregated where necessary?  Isolation and switching  Are the appropriate devices for isolation and switching present. 149 The visual inspection may ultimately constitute a single tick in the appropriate box. The reader is advised to fully comprehend that these regimes reflect a safe minimum standard. reflecting the „non-complex‟ nature of these installations and focussing on safety. Due to the nature and type of installation discussed within this guidance document. if a fault later occurs. that it „fails safely‟ to protect those within its proximity. Overview: why is inspection and testing required? 147 Inspection and testing of electrical installations is required to confirm that the installation is safe. that it is fit for the assigned purpose and. corrosion. heat etc?  Conductor selection  Have conductors for current carrying capacity and voltage drop been selected with appropriate consideration for the design?           Connection of single pole devices Are single pole protective and switching devices connected in the phase conductor only? Accessories and equipment Are all accessories and items of equipment correctly connected? Thermal effects Where required. the requirement to inspect and test differs from that defined within other existing standards and regulations. their supervisor and / or manager. The visual inspection should be undertaken by the installation team.

and are fixings for equipment adequate for the specific environment?  Following the visual inspection across all the aforementioned areas. rather than discharge it to surrounding materials (and possibly a person). it is time to proceed actual testing. 56 . e) Live test: RCD 5X test (functional testing) 153 This testing verifies the ability of the RCD to „break‟ under load. and will prevent dangerous leakage currents between conductors. eGuide 2011 v1 pg. that they are continuous. and between conductors and earth. d) Live test: earth loop impedance 152 This test confirms the capability of the earth. c) Dead tests: insulation resistance (‘line to CPC’ and ‘neutral to CPC’) 151 These tests are undertaken in order to ensure that the insulation of conductors. and the subsequent determination that there are no defects that may lead to a dangerous situation when testing. and at the required amperage to ensure safety. to ensure that it is able to take the fault current.            Undervoltage Where undervoltage may give rise for concern. Venue Specific Rules YEC – General YEC requires electrical installation and testing to be undertaken in full compliance with the latest edition of the BS7671 regulations. are there protective devices present? Protective devices Are protective and monitoring devices correctly chosen and present. switches (where necessary) and terminals correctly labelled? External influences Have all items of equipment and all protective measures been selected in accordance with the appropriate external influences? Access Are all means of access to switchgear and equipment adequate? Erection methods Have all wiring systems. accessories and equipment been selected and installed in accordance with the requirements of the AEV / ESSA regulations. accessories and equipment is in a healthy condition. Furthermore. and that they will provide adequate protection for the current supplied. the test ensures that any „break‟ will occur in sufficient time. to ensure protection against indirect contact and / or overcurrent? Labelling Are all protective devices. It will also detect the existence of any short circuit(s). b) Dead test: polarity (and continuity) 150 These tests ensure that all wires are correctly connected and terminated.

8 If you see anything suspicious call the venue emergency number. it is important that you contact the venue emergency number and not the emergency services directly. 9 When leaving your area each night or in the event of evacuation you must ensure that: eGuide 2011 v1 pg. 57 . including action to be taken on discovery of a fire or unattended package and on hearing evacuation broadcasts and the locations of assembly points. 7 Don‟t look after items belonging to other people. Never touch or move unattended items. Responsibilities 4 It is important that you and your team are aware of the venue security. That way the services can be correctly directed to the incident to ensure it is dealt with promptly and safely.general advice Fire Procedures Traffic Notice General Guidance 1 Organisers must ensure that their staff. 6 Remain vigilant at all times. exhibitors and contractors are fully conversant with the venue‟s emergency procedures. emergency and fire procedures that they are designed to protect you and the safety of others. 2 Dealing with emergencies is very important to the safety of an event and all the information provided to you should be read carefully. Dealing with an Emergency 3 In any emergency situation. Checking Areas 5 Make frequent checks around your area to ensure that no unidentifiable packages.Emergencies Click here to return to main navigation page Subsections:             General Guidance Dealing with an Emergency Responsibilities Checking Areas Official Passes Emergency Announcements Evacuation Procedures Telephoned Bomb Threat Medical Emergencies Security . cases or bags have been abandoned. (Translation into various languages is available on request at some venues). be aware of suspicious people. Co-operate fully with any instructions you may be given. incidents and packages. These procedures will be issued to you by the venue.

remain calm and listen carefully. If there is no danger a cancellation message will be broadcast. Ensure that pass holders are issued. 13 In the event of a reported emergency. If anything is discovered don't touch or move the article but inform the venue security and clear people from the area. The meaning of these should not be relayed to the public as this might cause unnecessary panic. eGuide 2011 v1 pg. 14 In the case of a suspect package warning:    Your team should immediately inspect the area for suspicious items. 17 Information will also be given regarding arrangements for returning into the building Telephoned Bomb Threat 18 In the unlikely event that you should receive a telephoned bomb threat. Try to discover:         Where the bomb is located When it is going to explode What it looks like What type of bomb it is What will cause it to explode Whether the caller planted the bomb Why they planted the bomb Any other useful information 19 Write down the exact time of the call. Write down everything that's said. 58 . Don‟t leave the building. Evacuation Procedures 15 If circumstances make it necessary to leave the building an evacuation message will be broadcast. During build-up. admittance may be refused to anyone who cannot produce an official identification pass. a coded message will be broadcast. exhibitors and your own personnel from the start of your tenancy. Contact the venue emergency number immediately. open period and breakdown of the exhibition or event. so that passes can be worn. 16 For their own safety everyone must leave the building by the nearest exit and gather at one of the assembly areas. this announcement is a warning that it may be necessary to clear the building. Emergency Announcements 12 Your team must be properly aware of specific venue protocols and codes used in emergency announcements. 11 Ensure that you and your team carry passes at all times.   Appliances are switched off Doors and windows are secured Areas are clear of staff and visitors Official Passes 10 Always use a pass system for contractors.

Medical Emergencies 20 In cases of medical emergency call the venue emergency number giving the following details:         Location of the casualty (it is very important to be precise as many venues will have multiple events on at the same time) Brief but as accurate as possible description of the casualty and symptoms What the medical problem is. Please take a few moments to consider how you can secure your products and belongings while on site. lap top computers. 27 Think about how you position desirable items. security contractor. but remember that the hall is normally open from 0800 hours. mobile phones or handbags 29 Ensure you have enough staff. especially on the evening the show closes. eGuide 2011 v1 pg. Do not leave the venue until all visitors have gone each evening. if known Is the person conscious? Are they breathing? Approximate age Is there a chest pain? Is there severe bleeding? 21 Most venues have a 24 hour control room and all calls for assistance should be passed through control. Accidents 22 If the injury is a result of an accident. Where this is not the case the venue will provide an emergency contact number to summon on site first aid assistance directly. fall. Typically these are. contractors and exhibitors. Do not leave them until the following day for collection. 31 Arrive in time for the show. so that your area is not vulnerable to thieves and do not ask anyone else to watch over your property while you go for a break. 59 . collision? How did the accident happen? What injury has occurred? Are there any witnesses? 23 The venue emergency number will arrange for all necessary assistance. Security . 28 Always secure desirable and vulnerable items. plasma screens. further information will be required:     What type of accident was it – ie: trip. The following tips should assist you: 25 Make contact with the event security company or venue security team for advice on how to secure the items. The organiser must ensure that they aware of the emergency contact details and pass these on to the floor managers. 26 Do not leave your items unattended at any time during build-up. especially where you may not be able to keep an eye on them.General Advice 24 Venues are vulnerable places. the open period or the breakdown of the show. There may be an overnight secure store for valuable items. 30 Remove all portable or valuable items where possible. They may become busy and not be able to keep an eye it. Ensure your area is staffed at least 15 minutes before show open time each day.

it is advisable to use them where appropriate. tackle the fire with an extinguisher. eGuide 2011 v1 pg. require special extinguishers. Fire Procedures 38 Most venues' public areas are protected by sprinkler systems but it is important to check fire protection for each event. 44 Always report traffic accidents or incidents so they can be properly investigated and reported. 33 Use a lockable cabinet to store your personal possessions during the show open hours. NEVER put yourself in danger. If these are available. Traffic Notice 43 Accessibility and traffic flow must be maintained at all times. 40 Exhibitors should ensure that they are conversant with their use as well as acquainting themselves with the location of their nearest fire exit and alarm point in the building. should make their own arrangements. Illegally parked vehicles will be removed. if safe to do so. These are located at strategic points around the venue.32 Take home any valuable items each night if there are no secure storage facilities on site. 60 . 36 If you are a victim of theft please report it immediately Security Emergencies (ie: thefts or assaults) 37 In the case of a security emergency call the venue emergency number. It is important to follow the instructions of the venue staff. 41 Exhibitors who. Keep calm. you may be able to hire one. Notify persons in the vicinity of the situation and. 34 Use a night sheet. 35 Hire an alarm for your area if you have valuable or portable items. If you have not already brought one. 39 Portable fire extinguishers are also provided in designated areas to meet legislative requirements. follow these procedures and assistance will arrive as soon as possible. Telephone the venue emergency number giving the location and nature of the incident. 42 In the event of a fire emergency:      Break the glass on the nearest manual fire alarm call point (coloured red). Other types of extinguishers are available on hire and further details can be obtained from the venue fire department. because of the nature of their exhibits.

fairness and transparency of their overall recruitment and people management processes for both permanent and temporary personnel. Eg – A cafe owner bans a Tourette syndrome sufferer because of her loud shouting. clarifying the principles of discrimination that must be considered in the context of your event management arrangements: Direct discrimination because of disability 2 Where a person is directly treated less favourably than someone else because they have a disability – no justification is permitted as a defence under the Equality Act. other than solely reducing costs – for example ensuring health and safety. not because of their disability. in terms of the event industry. but because of something connected with it. As with Indirect discrimination a defence can be the pursuit of a legitimate business aim and this form of discrimination can only take place where the organisation is aware of the disability. Discrimination arising from disability 4 Where a person is treated less favourable than someone else. The area of most impact to events remains discrimination against the disabled visitor however and the following guidance. as opposed to the fact that she has the condition. 61 . eGuide 2011 v1 pg. Indirect disability discrimination 3 Where a business process indirectly disadvantages disabled people – organisations must be able to show fair and reasonable. this section does not attempt to list everything that will need to be done for every type of event to ensure compliance with the disability related elements of the Equality Act. A member with a heart condition can only swim a width at a time and so is therefore unlawfully discriminated against unless the sports centre can justify their decision. Instead. The process must support a legitimate business aim. Further details are provided in the 'Stand construction' section. Eg – A local sports centre only allows people to use the pool if they can swim a minimum of one length. with evidence of alternative measures considered. risk-assessed justification for the process. contractors and venues are advised to assess the structure. based on the old Disability Discrimination Act. Eg – A former soldier who lost his legs in service is asked to leave an area of an event because organisers are concerned that other visitors may feel distressed when they see him.Equality/Disability Click here to return to main navigation page Subsections:     The Law Accessible Stand Design Organising Accessible Events Further information The Law 1 Compliance with each area of the Equality Act needs to be addressed by all UK businesses and. is still applicable under the new law. 5 In terms of general guidance. organisers. it outlines principles that will lead to the development of best practice and increase access for disabled people to a range of conferences and events. The Equality Act does however add three clear definitions to the previous legislation.

Getting onto the Stand 11 The approach to the stand must be entirely flat and level. This provides very poor access to the writing surface for a range of disabled people. 13 The circulation areas between stand displays or products should be between 1200mm and 1000mm wide. A reasonable alternative. 62 . 10 The access routes to the stand must remain free from unnecessary obstacles. a ramp must be incorporated into the flooring or a portable ramp can be deployed when required. 7 When applied to events. can be broken down into the following objectives:     Reasonable adjustments must be made to services and environments so that disabled people can access them. Changes in colour and tone of floor finish help to define circulation routes. Accessible Stand Design 8 All stands or structures erected and/or installed should comply with the guidance contained in The Accessible Exhibition Stand Handbook issued by ESSA. or means of avoiding inaccessible features. goods and products must be placed between 650mm and 1060mm in height.6 Access for disabled people is not only about physical access to buildings for wheelchair users but also includes access to written information for people with visual impairments and access to the same standard of service for all. staff on the stand must be prepared and be proactive in assisting people to reach the information they want. 15 Information should be displayed at a height between 900mm and 1200mm. An alternative is to have multiple floor areas of the stand to make a credible attempt to deliver the services to an area of the stand. must be provided. as mentioned earlier. A vertical „lip‟ or „upstand‟ of more than 13mm will present a barrier to some disabled people. The Handbook provides guidelines on how best to present and arrange an exhibition stand to ensure everybody can gain access to the information and products promoted. If the stand design requires a raised floor section. eGuide 2011 v1 pg. compliance with the Act. Inaccessible features must be removed or altered. products or marketing material should be kept within the stand area. Carpets and flooring materials must be well secured. level and solid. It is important to take account of health and safety legislation. Delivery of services by a reasonable alternative means must be provided. which does not require a platform. 14 To assist customers of short stature or who use wheelchairs. Poor carpet seams or lifting corners can present a particular hazard to visually impaired people. Writing Surfaces 16 The typical height of a counter top is between 1000 and 1200mm from the floor. Where it‟s impossible to follow the guidance below. to ensure that disabled people are not treated less favourably than people who aren‟t disabled. which has primacy over the disability regulations. Getting to the stand 9 Circulation routes/guidance paths leading to the stand should be even. Moving around the stand & accessing information 12 Information and products must be displayed in a position and at a height that can be reached by everyone and to ensure that people can move about the stand with ease. Clearly demarcated areas in high contrast colours can help to improve visitors' awareness of possible obstacles and hazards.

Where there is a change of texture or colour. shapes and types of seating should be available. The following guidance highlights the key issues:       Flooring should be slip-resistant even when wet. depending on the use. is to be avoided if at all possible. a low-level section must be provided at a height of 760mm. If a seat is too low or too high or if there are inappropriate armrests or side supports. Viewing distance Long distance Type of sign Fascia signs Location signs Direction sign Stand numbers Location and direction Identification signs Room identification signs Wall mounted information ‘x’ height mm 200 90-120 90 90 60 40 35 15 pg. such as the slope of a ramp. a lightweight clipboard or lap tray can be provided. Flooring Surfaces 24 No single floor finish is universally suitable for all disabled people. 20 Sufficient lighting must be provided at the service counter to assist someone who is lip reading. A variety of seating enables customers to choose the most comfortable. 63 Medium range Close range eGuide 2011 v1 . Avoid placing lighting behind stand staff as it silhouettes their face. Information & Signage 25 The way information is presented can impact significantly on the ease with which people can access it. timber. the joint must be flush. Glossy. Many types of finish can be used. including carpets. 18 A clear 400mm horizontal depth is required under the low-level counter section and a gently raised edge to the counter to assist picking up objects like coins or paperwork. This assists both wheelchair users and people of short stature to write if needed. therefore excessive use of underlay. A variety of seating of different types and configurations must be provided to accommodate those with differing mobility requirements. Seating 21 The position and design of individual chairs and seating arrangements can have an impact on access. though an element of simple floor colour change can assist in giving directional information. can prove a hazard to partially sighted visitors. 22 Different sizes. 19 If a low-level counter section is not feasible. stone or rubber. Contrasting floor textures can also help partially sighted or blind people to identify different areas of the stand by the feel of the textures underfoot. which create glare. Ensure that the junction of flooring materials does not create a trip hazard. Carpets should give a firm surface to allow wheelchair passage without sinking in. customers may experience discomfort. sitting beside someone at a table or in circulation around a seating area. 23 Seating arrangement must not obstruct access for wheelchair users either when using tables. Complex patterns can cause confusion.17 If customers fill in forms or pay for products using a counter. highly glazed finishes.

If possible. 31 Clear colour contrast between the text and signage background must be used. In this instance the designer may choose the most influential colour. all light sources should be concealed or shaded. 35 Hearing induction loops help to cut out background noise which hearing aids would otherwise amplify. A hearing induction loop contains a microphone that picks up the spoken word from your staff and transmits it as an electronic signal to a hearing aid set in the „T‟ position. Colour Contrast 37 Differences between colours can be used to create a detectable contrast. relying upon a level of self-judgement. a full list of guidelines regarding font sizes and style for easy accessibility is available from the RNIB. Avoid placing suspended signs against a light source such as overhead light fittings and avoid positioning signs directly onto glazing panels. eGuide 2011 v1 pg. Colours can appear different under various light sources. 29 To minimise glare. good contrasts will show up as black/white and poor contrasts will show up as grey. The most common causes are indirect glare from signage with a high gloss finish or direct glare from an internally illuminated sign. or the colour that is perceptually prominent due to its level of intensity. An easy method of determining whether a colour scheme provides an adequate contrast is to take a black and white photocopy or photograph of the colour scheme. Too many messages on a sign and random groupings of information should be avoided. 36 The availability of the induction loop should be clearly signed. 32 The combination of upper and lower case text is much easier to read than large blocks of upper case text. such as green and brown or grey and pink. 30 Localised lighting of signs may be necessary. The device is an important aid in noisy or busy environments. Alternative formats and Auxiliary Aides 34 A number of relatively small adjustments can have a major impact on access for people with sensory impairments such as vision and hearing. 39 Colours should be chosen for each of the critical surfaces. This contrast will assist visually impaired users in searching. either the colour that occupies the greatest surface area. are very similar tonally. and identifying objects. secondary features such as trims and other areas should be considered. Several small groups of messages are easier to read than one large list. 27 Information is easier to understand if grouped together logically. 33 If in doubt. also avoid underlining large blocks of text. use materials with a matt or satin finish.26 Signs must not create an obstruction. then. moving. 38 Often colours that appear to be very different from each other. 28 Glare from lighting can cause major discomfort. 40 Many finishes such as carpets are composed of more than one colour. avoiding similar shades of brown on red or blue on mauve. Overhanging and projecting signs should be positioned high enough to avoid causing an obstruction – not less than 2300mm to the underside. as the basis for an effective scheme i.e. 64 . internally illuminated signs are not recommended. Avoid using complex calligraphy and gothic style fonts. and therefore provide too little contrast to be useful. as well as creating an interior acceptable to all.

the higher it should go towards the roof. access to the hall. including car parking. for example to exhibitors. Car parking 51 Check the venue‟s parking arrangements and facilities. Each venue will vary and the details should be clearly communicated to the visitor Getting Away 52 Arrangements for leaving must be considered especially if there are likely to be crowds and long queues. lounge areas. speakers. staff. the wall behind a reception desk should be finished in a plain. 45 Ensure routes are well lit for safety and to help guide people. 44 Where practical. eGuide 2011 v1 pg. performers and exhibitors who may be disabled people. toilets. 43 A colour scheme should be designed to help orientate visually impaired people. Some disabled people may not be able to stand for long periods of time. 42 Matt finishes should be used for ceiling. floor and wall surfaces to prevent reflective glare. etc and publish this information in your event literature. Event layout & design 47 It is important to plan the layout and design of your event to ensure all visitors can safely and easily travel around it. chairpersons. The more blue the colour. 65 .41 There are a couple of 'natural' laws in relation to the distribution of colour in a space. Organising Accessible Events Event Planning 46 Thinking inclusively means thinking about everybody each time a feature of an event is planned. etc. special structures. Setting down 50 Arrangements for cars. stand layouts. You also need to clearly communicate everyone‟s responsibilities. Venue 48 Check the locations of facilities for disabled people. telephones. hearing and visual impairments. There should be a colour and luminance contrast between doors and walls and between the floor and walls. taxis and coaches to set down passengers as close as possible to the entrance of the venue must be considered. Access to an event 53 If disabled people know that accessibility has been planned for it could have an impact on their decision to attend an event. your suppliers and contractors. Gangways and exit routes must comply with the venue regulations. dark colour to aid lip reading. Always consider the needs of all disabled visitors when planning features ie: seminar theatres. The more yellow the colour. their contractors. the lower it should go towards the floor. This means thinking about all attendees. This is important for people with speech. Transport 49 Information about how to reach the venue and about public transport must include arrangements for disabled people. Ensure wall surfaces are non-reflective to sound and light.

Chairpersons may have additional responsibilities. This must be included in promotional information. The organising team 61 Disability awareness training is available and can be tailored to meet the needs of organising staff. speakers and presenters need to be aware of the requirements of disabled people in the audience before the event. Venue staff 62 Check with the venue to see what training their staff have undergone. eGuide 2011 v1 pg. charging a reduced ticket rate or just charging to cover basic costs. like explaining evacuation procedures and need to be aware that they should describe exits in terms of left. speakers and presenters 63 Conference chairpersons. Each situation will be different but consideration must be given to. deaf or hard of hearing or who have learning disabilities will benefit from accessible information. 66 . Dimming lights 66 If the lights are required to be dimmed it is necessary to ensure that speakers and any LSP‟s are suitably spotlighted and there is good light for reading. Information for deaf. Flash lighting. strobes and other special effects. not charging admission. south rather than pointing or saying „over there‟. especially for events where seating arrangements need to be considered. It is important that the event team respond appropriately to requests for assistance and put things right if they go wrong. Application and reply forms 56 Forms can let people know what adjustments are already in place or what you will need to provide. Chairpersons. right and north. such as sign language interpreters. Written Information 58 There are a number of different formats for visually impaired people including large print. strobes and other special effects 65 People will need to know if the event involves the use of flash lighting. Videos 60 It‟s necessary to think inclusively about the commissioning of any video or film to be shown at the event and plan for it to be audio described and subtitled. this gives them an opportunity to read them and to be able to concentrate on what is being said once they are at the event. deaf-blind communicators and large font text and give a description of any physical features. Selling tickets 55 It is important for disabled people to know what adjustments have already been made so that they can acquire tickets. hard of hearing and deaf blind people 59 Deaf and hard of hearing people can be supported by Language Support Professionals (LSP). Attitude 64 A positive attitude by staff can make all the difference on the day.Making promotion accessible 54 Disabled people including people who are blind or visually impaired. Many visually impaired people welcome receiving copies of papers before an event. Braille and audiotape. Support workers (carers) 57 How support workers will be accommodated must be decided in advance.

67 . as this is part of the service being provided and is also covered by the DDA. Catering 68 Consider the catering facilities at the venue and any additional catering you may be requiring for the event. Further Information 72 If you have questions about the Equality Act and how it affects you please contact Government Equalities Office at enquiries@geo. Reserved seating should also be considered. Staff must be available in self-service facilities to assist disabled people with their choice of food and carrying trays to the eating area.Public address systems 67 At conferences and seminars where only the presenters have a microphone and members of the audience will ask questions from the floor. Accommodation 69 Information or booking services should be accessible for disabled people and its good practice to provide information about hotels that are eGuide 2011 v1 pg. Quiet Room 70 It is a good idea to provide a quiet room for rest especially if the event is going to be long and crowded. Evening entertainment 71 It is important that associated events like evening entertainment are inclusive.gsi. it‟s necessary to provide portable microphones. There must be room for everybody to manoeuvre safely between tables.

Emergency lighting must be provided in enclosed area and escape routes or where hall lighting has been reduced or modified for the show. must be clean and free from contamination from previous usage (e. Materials 5 Any materials brought on to site. hay. adult entertainment. no later than 28 days prior to tenancy. 3 Where appropriate persons within the area must wear suitable personal protective equipment. including materials to be scrapped. video. fumes or other effects that could present a hazard. cables. 6 It is the responsibility of the organiser to ensure that all such materials. Visitor Participation and Adventurous Activities 9 Permission must be sought in writing from the venue no later than 28 days before tenancy for any activities of an adventurous or potentially hazardous nature and for activities involving public participation. They must be fully briefed on how to manage any equipment they are operating. such as soil. etc.Feature Areas Click here to return to main navigation page Subsections:     General Guidance Materials Lighting Levels Visitor Participation and Adventurous Activities General Guidance 1 Full details of special features must be submitted with the final floor plans. 68 . either within the area or to surrounding areas 2 The layout must be designed to avoid obstruction of gangways caused by equipment. special treatments. Lighting levels 8 The illumination provided by emergency lighting should be sufficient to enable anyone to see their way at all times. 4 All the necessary licences must be obtained for these areas. etc. are removed from the venue at the end of the show. or spectators viewing the activity or display. PRS. taking into account any visitor participation and be fully conversant with the risk assessments for any activities. PPL. sawdust.g. 7 The venue floors and service ducts must be protected from damage that may result from the use of such materials. chemicals) and appropriately treated and all the necessary documentation must be provided.0 lux. including for child performance. music. These should include details of queuing areas and any necessity to control noise levels. eGuide 2011 v1 pg. together with a method statement and risk assessment detailing how these areas will be operated and managed. Viewing areas should be included within the feature area and surrounding gangways should be wider. The minimum levels must be no less than 1. building materials.

11 Public participation in any adventurous activity must be covered by a minimum of £5 million public liability insurance and comply with any relevant operating code (eg ADIPS for fairground rides).10 In case of doubt as to whether activities are considered to be adventurous. please contact the venue for advice. 12 A competent person must confirm that the following principal control measures are in place:      Duplication of safety critical equipment Checking of safety critical actions – eg the fastening of a bungee jumper‟s harness Close control of operations by those running the site Competence of all operators Suitability of equipment used eGuide 2011 v1 pg. 69 .

8 When suspended from winch-operated cables so as to be mobile above the audience (e. 3 Locations designated for cameras and equipment and their operation must not include any part of the gangways. 5 Companies may use any filmed material of the interior. televise. its owner or the event. Staff and Crowd Extras 10 All staff and participating extras must have valid passes or tickets to the event in order gain entry and must be briefed not to obstruct gangways or exits at any time and must be included in attendance numbers. 9 All such equipment must be sufficiently supervised at all times to ensure there is no risk the public at any time. 70 . televising or recording for television. 2 Apparatus or equipment for the purpose of taking photographs. No part of the camera. or that might bring them into disrepute 6 In the first instance please liaise with the event organiser or venue if parking is required. repeat filmed/recorded material. Cameras 7 Cameras or equipment on booms whether in static positions or on dollies. films or the making of broadcasts or sound recordings must be handheld only. exterior and contents of the venue and may edit. 4 All cabling must be on the stand/feature/filming area and flown over gangways or adequately ramped if required to reach such areas.Filming. eGuide 2011 v1 pg. except when landing in an agreed area.g. provided that the filmed/recorded material is not used in any way that might be to the detriment of the venue. The approach to and departure from the agreed landing area must be directly vertical between floor level and 4 metres above. equipment or the boom shall be less than 4 metres above the floor when suspended above spectators or gangways. Television and Recording Click here to return to main navigation page Subsections:    General Guidance Cameras Staff and Crowd Extras General Guidance 1 Full details of any filming.. must have the space required around them for their operation and be surrounded by pedestrian control barriers which must not obstruct the gangways. radio or any other purpose during the event open period must be submitted to the venue no less than 7 days prior to event. record. 'Skycap') the controls must be set so as to prevent the lowest point on the camera or the supporting cradle of the equipment being less than 4 metres above the floor.

Ramping services across gangways is not normally permitted and it is essential to check this with the venue. 71 . together with their control switches. including catering. sprinklers. The following must be adhered to/clearly defined: 2 The location of all fire points – alarms. first aid centres. organiser‟s offices. All fire exits must be kept unobstructed at all times. Doorways and Gateways Venue Specific Rules NEC Gangways NEC Entrances and Registration Areas ExCeL London Gangways Olympia Gangways Yorkshire Event Centre Gangways General Guidance 1 It is essential to ensure that all event plans comply with the venue‟s regulations and that the initial plan is issued to the venue immediately after the contract is signed and before the event sales process begins. etc. cloakrooms. which shall be kept clear and accessible at all times 3 The location of floor boxes. open dates. However. hydrants. in exceptional circumstances. in order to ensure that services can be provided safely and easily. the width and position of each gangway and position of each stand. Plans reduced in size and not to scale are not permissible 6 The size and position of each exit from the event. Such proposals must be submitted with the initial floor plan and the organisers must provide additional signs in agreed locations which comply with the necessary regulations See Stand Construction: Escape Routes 10 The arrangement of each gangway must be such that alternative routes of escape are provided 11 Perimeter gangways must normally be a minimum of 3m eGuide 2011 v1 pg. service ducts. floor level and hall 8 Gangway dimensions 9 Clear access routes to all emergency exits. 5 Scale (minimum 1:200). house telephones and sliding smoke doors & shutters between the halls.Floor Plans Click here to return to main navigation page Subsections:        General Guidance Gangways Final Floor Plans Entrances and Registration Areas Accommodation Figures Exits. the construction of stands across certain exits may be approved. extinguishers. vehicle entry doors. Where services are provided from under-floor service ducts. toilets. organiser. stages. each stand or block of stands should be located directly over a duct. 4 All venue facilities. features and lighting rigs 7 The event name. as access is required to essential services provided from these locations.

located next to exits and toilets and.: 3m + 3m = 6m exit width Gangways must be a minimum of 2m .e. where possible. as required by the Authorities. in order to prevent possible crushing in an emergency If a pillar is in a gangway. the venue shall provide additional notices. 50% of all gangways should be straight.. Additional space for an audience. clear 2m gangways will be required through the area. two metres must be kept clear on one side of the pillar Gangways running from side to side and which lead directly to vehicle doors or hall entrances shall normally be a minimum of 3m wide „Doglegs‟ should be avoided. Depending on the event profile. has no raised platform and contains an unobstructed area that is of the required height and width in line with a gangway.Please refer to venue unique guidance on gangway widths No gangway leading from the centre of the hall towards the perimeter is to decrease in size. wider gangways may be required. Space allocated to stands must not be greater than twice the space allocated to gangways 17 The following should also be considered:       Crèche facilities .2m eGuide 2011 v1 pg. especially around feature & busy areas 13 Gangways must not exceed 45m in length without an intersecting gangway 14 Gangways adjacent to any stand or stage used for demonstrations or performances must be maintained clear of obstruction. decorations or exhibits obstruct venue signage or notices. Gangways 20 Gangways must conform to the following:        Gangways must be of sufficient width to serve the exits they lead to. 16 Gross and net space figures. from side to side or top to bottom Structures over gangways are only allowed on agreement with the venue and must have a minimum clear height of 2. must be planned into the floor layout. mechanical and electrical apparatus and equipment that may require ventilation 18 If stands. the aggregate width of the gangways must be equal to the width of the exit i.e. i. 72 . as people are not permitted to congregate in the gangways 15 Where an area is not enclosed ie: seating area or feature. The venue will carry out the provision and fixing of these additional notices at the expense of the event organiser 19 The venue will accept no responsibility for any floor plans that fail to comply with these regulations or that vary from the layout plan that has been approved. where applicable. Gangways must be defined either with alternative floor covering or suitable edging. As a guide.12 Minimum gangway width must be 2m. on the ground floor See Crèches Void areas Locations of high risk exhibits/displays Height restrictions around the venue Loading to roof and floor Positioning of temporary lifts.

temporary kitchens. including platforms and stages. Accommodation Figures 26 The number of people that may be accommodated within the event at any one time will be specified in writing by the venue and will depend on the floor layout and number of exits available. eg. Doorways and Gateways 29 All exits shall be maintained completely unobstructed on both sides and available at all times and shall comply with the following requirements: eGuide 2011 v1 pg. gangways and any seating layouts must be defined Any high risk areas. including naked flame. complex structures. including information desks and „You Are Here‟ boards Locations of temporary illuminated exit signs. service areas. 25 The entrances. should the maximum attendance limit be reached. multi-storey stands and shell scheme stands Seating areas. including dressing rooms. Exits. in addition to the above. These must comply with the regulations for exit signs 22 Storage areas must be agreed. 28 Maximum permissible capacities for each hall may be obtained from the venue. temporary covered ways. Exits. Organisers must have a system in place which enables them to monitor and verify the number of people in the event at any time. 27 The event risk assessment must detail measures to be put into place to control queues. special effects and apparatus that requires guarding Any curtains or baffles to exits. Entrances & Registration Areas 23 Where hall entrances are utilised for registration or ticket checking purposes. temporary barriers and turnstiles Void areas must not be used and must be kept clear at all times Final gross and net square metreage Positions of free-standing signs. normally a minimum of approx 50% of the overall width must be available for emergency access. This number includes exhibitors and staff and must not be exceeded. Exits from these must not encroach into dedicated gangways or exit routes Hospitality areas. foyers. stands or exhibits.Final Floor Plans 21 The final floor plan shall be submitted no later than 28 days prior to the licence period and. seminar rooms. theatres. Void areas in the hall or behind stands must not be used for storage of anything unless they are specifically designated and identified storage areas. etc. sleeping and stable accommodation. All gangway and stand dimensions must be indicated All feature areas. vestibules and other circulation spaces shall not be used for the accommodation of stands or other material or structure likely to impede the circulation of visitors. hospitality and catering areas. They must be walled off to a maximum height of 2. 73 . must define the following:            The final block layout of stands. 24 Plans of these areas must be submitted to the venue for approval no later than 28 days before licence period. temporary structures.5m and fully observe gangway and fire exit rules and regulations. displays and foyer layouts Identification of space only stands.

trolley. hand cart or material shall be placed outside the exit doors of the hall in such a manner as to impede the means of escape No event shall be opened to visitors until all gangways and exits are clear of obstructions. ie. areas behind cladding can be used for storage Ceilings must be water permeable. 32 The show organiser is to check the marking out prior to the erection of stands and feature areas and any discrepancies between the drawing and the marking out are to be notified to the Event Manager immediately. They shall be fitted with automatic catches or slip connections and shall be so arranged as not to trail on the floor when parted and the fittings shall not project into any gangway No vehicle. These plans are in addition to the copies mentioned above and shall be issued not later than one month prior to the first day of tenancy. barriers.Entrances & Registration Areas 34 Additional Requirements for where foyer/entrance areas are used:       Walls may be clad up to ceiling heights without damaging the sprinkler heads Removable panels or curtains must be incorporated into the cladding to allow easy access to permanent services. The opening time may be deferred until any obstructions have been removed. the widths of gangways between the stands and feature areas. refuse container. It will not be opened before the scheduled opening time and a representative of the venue has authorised its opening. must not be erected beneath the line of the fire shutter Carpet should be cut back from the edge of the hall entrance door channel. This request may be in writing and shall be served on the responsible person who shall take steps to either clear such obstruction to the satisfaction of the venue or prevent entry to the exhibition until the obstruction has been cleared.Gangways 30 A gangway shall be provided from each exit door on the perimeter of the hall to the centre line of that hall. ExCeL London . the organiser must issue to the Event Manager final layout plans. muslin or sharks-tooth gauze Stand fitting. For this purpose. NEC . This can be split into 2m x 6m widths or 3m x 4m widths etc eGuide 2011 v1 pg. 74 . telephones and control panels located behind the cladding Where sprinklers are evident. Venue Specific Rules NEC . the dimensions between the frontages of the stands and the hall columns and walls and stand identification numbers.       Every entrance and exit door shall be available for use while an exhibition is open to visitors and shall not be secured closed by means of any fastening other than panic bolts Any removable fastenings shall be removed before visitors are admitted Any collapsible gates or rolling shutters and any inward opening doors or gates shall be opened to the full width and necessary height before visitors are admitted and shall be kept locked in that position until the exhibition is closed to visitors No temporary barriers other than rope or chain type barriers shall be provided. showing dimensions of all stands and feature areas.Gangways 35 A minimum width of 12m across the Boulevard must be kept clear at all times. so that the doors can easily be opened and closed. etc. unless otherwise agreed by the Event Manager. Each such gangway must have a width of not less than 3m and shall have a clear area not less than 5m deep across the entire width of each emergency exit door 31 The Event Manager will arrange for the marking out of the perimeter of all stands and feature areas onto the floor of the halls. The event organiser is to check the marking out prior to the erection of stands and feature areas and the venue will accept no responsibility for incorrect mark-out. 33 The NEC will accept no responsibility for incorrect marking out if this procedure is not followed or if the plans issued to the Event Manager vary from layout plans issued by the organiser to others.

the venue deems it necessary to have wider gangways. However.Olympia . these must be provided. if due to the profile of the event.Gangways 36 Perimeter gangways may be under 3m but not less than 2m. Yorkshire Event Centre – Gangways 37 Perimeter gangways may be under 3m but not less than 2m eGuide 2011 v1 pg. 75 .

please contact either your Local Authority Environmental Health Department or that of the venue. cooking and dispensing operations must comply with current legislation. including sampling. It is a legal requirement to compile HACCPs documentation when operating any food business. eliminated or reduced to acceptable levels Identifying the critical control points at the step or steps at which control is essential to prevent or eliminate a hazard or to reduce it to acceptable levels Establishing critical limits at critical control points which separate acceptability from unacceptability for the prevention. cooking and dispensing of food from stands or temporary catering areas. including on an exhibition stand. The venue‟s approval is required in writing for such activities. must be discussed with the venue during the early planning stages of the event. Labelling 3 Food labelling legislation is complicated and only certain elements of the regulations apply to food sold or sampled at events. Stands may therefore be prevented from trading. 76 . 5 The HACCP principles are as follows:     Identifying any hazards that must be prevented. Legislation 2 All food preparation.Food Click here to return to main navigation page Subsections:               Approval Legislation Food Labelling Risk Assessment Kitchens and Stands processing & serving food Equipment Waste & Ventilation Food Safety Sampling Alleged Food poisoning procedure Personal Hygiene Training Allergies and Intolerances Washing Facilities Approval 1 Details of proposed preparation. elimination or reduction of identified hazards Establishing and implementing effective monitoring procedures at critical control points eGuide 2011 v1 pg. If approval is not obtained at least 28 days prior to tenancy. there is a risk that contractual obligations may be contravened and visitors‟ health put at risk. If you need clarification of your responsibilities under food labelling regulations. Risk Assessment 4 Hazard analysis critical control points (HACCPs) is a tool to identify and control food hazards.

to prevent overheating of the oil and subsequent flashover. storage and serving of foods. 14 Gas ring burners or similar open-flame apparatus must be mounted on suitable. 7 Unenclosed cooking arrangements may be considered where they are sited remotely from any upper floor or exit and are located so as not to prejudice the means of escape from any exit. Therefore all the surfaces likely to be soiled during the event should be at least sealed or gloss painted. e. Equipment 11 Any equipment. in rooms or enclosures specially approved for the purpose and ventilated directly (where possible) to the open air. Carpeting or bare flooring is not suitable. including food containers. control and monitoring for the preparation. One of these may be by way of the associated restaurant or adjacent floor area. which is likely to come into contact with food must be kept clean and be constructed of materials that are not absorbent and can easily and properly be cleaned. non-slip floor covering must be provided on the service side of the counter and in the kitchen. ranges and hobs must operate on mains gas or electricity. Cookers and ovens 12 Cookers. Where they exceed 6m in either length or breadth they must be provided with two separate exits. Deep fat fryers 15 Deep fat fryers shall be located on stands so as not to endanger anyone in a gangway in case of flashover. The use of Liquefied Petroleum Gas (LPG) is not permitted. Except for tabletop-type domestic fryers. 9 Stands/kitchens/food preparation and dispensing areas must be in good order and repair to enable them to be cleaned easily and properly. Kitchens & stands processing & serving food 6 Kitchens must comply with the stand fitting regulations and be enclosed with ½ hour fire-resisting construction. non-combustible bases. sited remotely from each other. 10 The kitchen/food preparation area must be of adequate size to meet the potential demand put upon it and should include adequate storage (refrigeration & ambient) and water and waste facilities.g. A suitable. 77 . cooking. they must be provided with thermostatic controls which will cut out at 200°C in accordance with BS 5784: Part 2 (Electric) and BS 5314: Part 4 (Gas). 50mm stone slabs or solid non-combustible material not less than 25mm thick and not less than 750mm above floor level. Application must be made to the venue no later than 28 days prior to the start of tenancy. 8 Stands may not be used to process or serve food if they are in poor sanitary condition or in such a condition as to expose food to risk of contamination. NOTE: Staff should know what the procedures and control points are when asked. including table top eGuide 2011 v1 pg. 13 Gas-fired cooking and heating appliances must be installed by Gas Safe registered fitters. which shall be carried out regularly.    Establishing corrective actions when monitoring indicates that a critical control point is not under control Establishing procedures. to verify that the above measures are being acted upon Establishing documents and records commensurate with the nature and size of the food business to demonstrate the effective application of the measures outlined above Click here for an example of hazard analysis. All fat fryers. They must be situated well away from any combustible materials.

26 Open foods must not be placed less than 18 inches (45cm) from the ground. in any of the sanitary accommodation throughout the venue or the floor ducts. Frozen food must be kept at -18°C or below. Where staff are employed to operate the business. shall be guarded with suitable. Food Safety 22 All preparation. it may be necessary to ventilate the stand to the outside air. grilling. Fire-fighting equipment 17 Each kitchen or stand where cooking or heating of food is taking place. handling and distribution of food for sale or supply must be carried out in a hygienic manner. It must not be deposited down any hand-washing facility. must be provided. First aid equipment 16 Each stand or kitchen where open food is handled. 21 Where cooking is likely to create a high concentration of smoke eg. and labelled „unfit food‟. 24 All food on a stand must be protected from risk of contamination likely to render the food unfit for human consumption. closed containers and in compliance with environmental regulations. Waste & Ventilation 18 Designated disposal facilities must be made available for food and other waste substances. or other suitable arrangements made. 20 Waste oils and fats are categorised as hazardous waste and as such have to be disposed of under strict conditions. Cooked food which is kept hot must be kept above 63oC. however innocuous. must be provided with a supply of blue. Each exhibitor/caterer is responsible for removing its own waste oils and fats from the venue. 78 eGuide 2011 v1 . protective shields when positioned in close proximity to visitors and shall be installed and operated in accordance with the relevant standards. in suitable. must be kept apart from any other food. shall not be abandoned on site and must be stored and disposed of in the appropriate way. Reheating of cooked food must be carried out at a temperature of at least 75°C. frying. barbeques. 19 Waste water must be disposed of in a safe and hygienic manner.fryers. complying with the Health and Safety (First Aid) Regulations 1981. must be provided with a fire blanket and suitable fire extinguisher. prepared or dispensed. 25 Any food which is unfit for human consumption. 22 Any foods likely to support the growth of pathogenic micro-organisms or toxins should be maintained at a temperature of 8°C or below. Cleaning/disposal charges will be incurred if any such products are left on site. injurious to health or contaminated in such a way that it would be unreasonable to expect it to be eaten in that state. Waste materials. 23 Refrigeration temperatures must be measured with a suitable thermometer and recorded daily. the higher standard of first aid box. Sampling 27 The acceptable sampling sizes are as follows:  Bite-sized portions pg. waterproof plasters and bandages. unsound or unwholesome.

Allergies and Intolerances Enquiries from customers regarding the content of food can be related to allergies and intolerances.e. etc. samples should be offered to customers from plates or small bowls If food items such as biscuits are being used to take sample food from dishes/bowls. etc. Individually wrapped items 28 Food sampling must be carried out in such a way that customers do not touch food that other people will eat. only items that will not break off into the sample must be used (to prevent customers putting fingers into the food to retrieve the biscuit) Large bowls or piles of food for sampling should be avoided. it is very important that accurate information is given. with a blue waterproof dressing Not spit or smoke whilst handling food or while in a room containing open food Wear clean and washable over-clothing Keep personal clothing out of areas where open food is handled. 79 . The guidance below should be followed:          Food should be placed to be sampled where the exhibitor can see it and therefore supervise customers Customers should not be allowed to sample from food held as stock If possible. in order to minimise the risk of cross-contamination. dysentery. likely to cause food poisoning.e. eGuide 2011 v1 pg. lockers/cupboards Not wear jewellery (including necklaces and piercings) other than a plain wedding band Not handle open food when suffering and within 48 hours of suffering from gastro-enteritis. Evidence of this training may be required for inspection so all relevant documentation should be made available on site. dishes or plates should not be topped up unless they have been properly cleaned after use Customers should be directed as to where to place any discarded items. boils or septic cuts. commensurate with their duties. etc. Personal Hygiene 30 All food handlers working with open food must:         Keep their hands clean Keep their clothing clean Cover all cuts. such as stones from food or sampling sticks Different containers for food and waste should be used to help avoid confusion by customers Alleged Food Poisoning Procedure 29 Any alleged. They should contact their doctor immediately Training 31 All staff engaged in food handling must be properly trained. i. suspected food poisoning resulting from consumption of any food on the premises must be reported to the venue. and supervised to ensure they work hygienically. any infection. Bowls. as this increases the risk of people putting fingers into the food Customers should not be allowed to „double dip‟ biscuits/sampling sticks/spoons. nuts can be life threatening. unless it is stored in appropriate accommodation. As some food allergies and intolerances i.

In certain circumstances the size and nature of the catering operation will require additional washing facilities. 39 It is recommended that larger operations provide at least a double-bowl sink rather than a single sink or alternatively consider the provision of a dishwasher which can accommodate the largest utensil proposed for use. eGuide 2011 v1 pg.Washing Facilities 32 It is the responsibility of each exhibitor or concessionaire to assess the extent of their operation and ensure that adequate. types of food. taken from a drinking water supply in a safe and hygienic manner 38 The stipulations above are the minimum legal requirements when preparing and handling open food. Bars set up to serve beverages to the public utilising glass/china drinking vessels. 36 The following guidance indicates the washing facility standards required for each category of food operation. i. in addition to a single sink. 35 It is recommended that hand-washing facilities should not be further than 3 metres from any preparation area. Handwashing facilities should be accessible at all times. 37 The legal requirements for washing facilities on Category A stands are:   A wash basin for cleaning hands must be provided. Examples:       Takeaway meals Restaurants Cafés Hospitality Large-scale coffee and tea bars set up for service to the public. to ensure that each one is used exclusively for its purpose. equipment used. 33 The washing facilities required are determined by factors such as the public health food safety risks posed by the operation. the scale of the operation. in order to ensure that the overall provision of facilities adequately services all exhibitors/concessionaires when operating at maximum capacity. where necessary. exhibitors/concessionaires must liaise with each other and the organisers prior to the event. Example: Client catering & seating areas. Exhibitors and concessionaires are required to assess their operations and ensure that. Category A: High risk food preparation or handling (packaged and unpackaged and large scale operations)   Production kitchens for hospitality catering involving preparation/processing of food on-site. types of serving container (disposable/reusable). Production kitchens with preparation of food for service to the public involving high-risk food preparation/production on-site. handling open. piped supplies of hot water and portable cold water is required. soap) and for hygienic hand drying must also be provided (paper towels or similar) A sink with constant. high-risk foods. and not be obstructed. 80 . Materials for cleaning hands (i. It is recommended that facilities for hand washing. 34 Where the sharing of facilities is proposed.e. etc. adequate numbers of additional washing facilities are provided. suitable and sufficient washing facilities are provided in conjunction with their operation. additionally supplied with hot and cold running water.e. food washing and equipment washing (where appropriate) are labelled as such with a suitable notice affixed adjacent to each facility.

Stands that fall into this category include:    Wrapped products including crisps. Use of disposable crockery/cutlery. biscuits Small-scale service of tea and coffee on a hospitality basis to individual members of the public or clients on a stand (ie. 81 . shelving. Category C: Pre-Wrapped/Low Risk Foodstuffs 48 Stands that fall into this category include operations with non-perishable open foods for consumption that cannot support the growth/formation of pathogenic micro-organisms or toxins (such as crisps.e. Materials for cleaning hands (i. 46 The exhibitor must be able to demonstrate to the organiser and the venue‟s representatives that they are discarding utensils or setting them aside for washing later. food-washing and equipment washing facilities. such as:     Equipment demonstration: Samples of food given to the public. well-planned operations may be able to utilise one double sink for both food washing and equipment washing. This depends upon the types of food and/or the scale of the operation being undertaken and must be approved in advance by the venue. provided there is adequate disinfecting of the sink between such uses. i. i. open food prepared off-site. 41 Diligent. prepared salads etc. an additional sink should be provided solely for this purpose. then processed with minimal handling Tasting of food samples. soap) and for hygienic hand drying must be provided (paper towels). 47 In certain circumstances the use of sanitising hand-wipes may be substituted for the provision of hand wash basins.e. In all cases. Category B: Medium Risk Operation – unpackaged products/minimal handling 43 Stands that fall into this category feature operations utilising either disposable or no utensils/crockery and dispensing food only (i. Minimum food handling (cheeses. cold meats. sweets. nuts and biscuits. eGuide 2011 v1 pg.) Unpackaged medium risk products i.e. counters and spillages. not receptions/hospitality functions). however. no cooking or processing). facilities within the venue must be identified and accessible for cleaning equipment. wrapped biscuits or confectionery. 49 The legal requirements for washing facilities on Category C stands are:   No hand washing facilities are required for such stands. product testing/tasting with the food products being prepared elsewhere and transported to site. the hot water supply must be instantaneous and constantly available. pastries etc Ice cream and water ice 44 The legal requirements for washing facilities on Category B stands are: 45 A wash hand basin for washing hands which must be supplied with hot and cold running water. The provision and use of sanitising hand-wipes/gel or gloves must be employed if sampling the products. etc. Please contact the venue for guidance.) and other foods used for display purposes only. so that there are separate hand-washing.e.40 It is recommended that if a significant amount of food preparation involving the washing of food is taking place.. 42 The venue reserves the right to insist on additional washing facilities where this is deemed necessary. etc. No sink is required provided utensils are discarded when soiled.e.

82 . eGuide 2011 v1 pg. they should contact the venue for clarification. after considering the above advice exhibitors are not able to decide which category they fall in to or whether the facilities they propose are in compliance with the above requirements.50 If.

2 Gambling activities include raffles. the relevant licences must be obtained and provided to the venue before any activity will be allowed to take place. where profitmaking occurs. 6 The Gambling Commission website is: eGuide 2011 v1 pg. 5 Where Copies of correspondence from the Gambling Commission must also be provided. via the Organisers in writing of any proposal to undertake these activities no later than 28 days prior to the licence period. 4 The venue must be notified.Gambling Click here to return to main navigation page Subsections:  General Guidance General Guidance 1 Most exhibition & event venues are not licensed for gambling activities. lotteries. prize draws and some charity collections. 83 . 3 Guidance regarding the regulations and the issuing of licences can be obtained directly from the Gambling Commission.

7 Any attachments to the building structure or openings through the fabric of the building for an exhaust flue must be made by the venue at the organiser‟s expense.Hazardous Substances Click here to return to main navigation page Subsections:  General Guidance General Guidance 1 Any exhibit. vapours. 3 The assessment must include waste and residual material that will be removed at the end of the event (or as necessary) including identification of an approved waste carrier. Storage 9 The storage of permitted quantities of hazardous materials must be agreed with the venue. No more than one day‟s supply may be stored on the stand. This shall be sited as agreed with the venue. Emergency Precautions 5 Any person suffering injury or ill health as a result of exposure to hazardous material must attend the medical centre or hospital with the assessment and related data sheet. the organiser must provide the venue with written information regarding monitoring procedures to be implemented (eg for fumes). must not present any hazard to health and shall comply with the requirements of the Control of Substances Hazardous to Health 4 Organisers should collate the appropriate safety data sheets with the COSHH assessment for each substance. process or feature that is likely to generate and/or emit gases. process or feature giving rise to any of the above hazards may require effective local exhaust ventilation to the outside eGuide 2011 v1 pg. as this identifies specific medical responses. liquids. 84 . Where appropriate. as does the HSE CoSHH Essentials web site: www. storage and transfer of flammable substances will require a separate assessment to identify appropriate control measures. The venue may require copies of hazardous waste transfer notices.coshh-essentials. Flammable substances 10 The use. together with a plan showing its proposed location. fumes or dusts into the venue must not be used without formal approval from the venue. Documentation 2 An assessment for the use of any hazardous process or substance must be submitted to the venue no later than 28 days before the event. precautions and emergency procedures detailed in the assessment must be maintained by a responsible person. the organiser must provide the venue with written information regarding the monitoring procedures they plan to implement to prevent unnecessary exposure to the identified hazards. 8 Where appropriate. All control measures. Ventilation 6 A stand containing an exhibit. 11 The Dangerous Substances and Explosive Atmospheres Regulations provide essential guidance. Full details of the exhibit or process and proposed local exhaust ventilation system must be submitted to the venue for approval no later than 28 days before the event.

85 . Each working exhibit shall. No spare fuel may be stored on the stand other than that which is already inside a working exhibit. only have sufficient fuel for one day‟s use. where practical. eGuide 2011 v1 pg. warning notices shall be displayed stating that the appliance is working and should not be touched.Conditions of use 12 Where flammable substances are used to fuel a product being demonstrated:       Not more than one of each model or type may be exhibited in a working demonstration. Where working exhibits are within reach of visitors. Each working exhibit shall be firmly fixed or placed in such a position that it cannot be overturned. The fuel shall only be replenished at times when the event is closed to visitors.

and the downward transmission of heat to the floor of the hall. stove. 86 . eGuide 2011 v1 pg. 2 Where a boiler.Heat Generating Displays Click here to return to main navigation page Subsections:  General Guidance General Guidance 1 Full details of the proposed equipment are to be submitted to the venue for approval prior to any demonstration. 9 A suitable fire extinguisher must be readily available on the stand and suitably trained staff must be present 10 Lighting fitments installed at low level or within reach of visitors must be sufficiently protected to prevent burn injuries. 3 Suitable non-combustible insulation material must be inserted between the heat source and the surrounding stand fittings and other structures. 7 Where a naked flame is present arrangements must be made to adequately monitor the burning period to ensure constant stability and safety. precautions are required to be taken to prevent the transmission of heat to any combustible part of the stand. furnace or similar heat generating equipment is being displayed. in operating conditions. 4 The stand shall be well ventilated and a flue may be required. 6 A warning notice must be prominently displayed to prevent persons accidentally burning themselves. 8 All burning materials must be properly extinguished when the stand is unattended. 5 Hot areas are required to be effectively guarded to prevent injury to visitors and shall be adequately fixed in a stable location to ensure constant safety and stability. consult venue.

soldering. brazing and other operations generating heat are carried out. adequate precautions must be taken to prevent damage to property or injury to persons by fire or hot metal. gas/oil blow lamps. metal burning. eGuide 2011 v1 pg. 2 The venue must be advised in advance of the nature of the work or demonstrations and a hot work permit will be granted by the venue following provision of suitable documentation and control measures 3 A charge may be made by the venue for the provision of additional fire-fighting equipment and surveillance by the venue fire staff necessitated by the additional risk. either during the build-up or breakdown periods of an event.Hot Works Permits (Welding and Similar Processes) Click here to return to main navigation page Subsections:  General Guidance General Guidance 1 Where Oxy-acetylene cutting/welding. grinders. or as part of a demonstration. 87 . arc welding.

stable and marked to indicate its safe working load). The definition also includes lifting accessories such as chains. from the equipment or the load falling or striking people. such as statutory inspection certificates of thorough examinations or documented pre-shift visual inspection checklists. e. Licences must be valid and not more than 3yrs old. eyebolt etc 3 LOLER refers specifically to the Management of Health and Safety at Work Regulations 1999 regarding the requirement to carry out a “suitable and sufficient” risk assessment of lifting operations 4 Organisers will ensure all lifting activities are sufficiently planned and documented. knowledge. cranes. pallets and stillages) and anything attached to the load and used in lifting (including for example the lifting points on skips) is of adequate strength 8 Organisers will ensure forklift trucks are labelled and numbered so the equipment and its operating company can be easily identified by the venue in the event of safety violation.g. every part of a load (including. including attachments used for anchoring. hoists. A copy of the relevant risk assessment will be made available to the venue 28 days in advance of the event 5 Organisers will ensure any lifting equipment used in their event is free from defects. for example. the hazards. As a minimum. slings. Licences must be made available for inspection upon request eGuide 2011 v1 pg. fixing or supporting it. such documentation will be made available for inspection upon request 10 Organisers will ensure all lifting equipment operators are sufficiently licensed. such as attachments to fork lift trucks 6 Information. mobile elevating work platforms. fork-lift trucks. will be made available for inspection upon request 7 Lifting equipment must be positioned to minimise the risk of injury. risks and range of control measures to reduce associated risks. 88 .Lifting Click here to return to main navigation page Subsections:   General Guidance Fork Lifts General Guidance 1 Organisers will ensure lifting operations are undertaken by competent persons who are qualified by provision of appropriate skills. This will include equipment that is used only occasionally. so far as is reasonably practicable. lifts. training and experience 2 Lifting equipment includes any equipment used at work for lifting or lowering loads. must be identified and adequately communicated to those affected. fit for purpose (sufficiently strong. and vehicle inspection platform hoists. The Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) cover a wide range of equipment including. adequately maintained and has been subject to relevant statutory inspection with valid certification. near misses and accidents 9 Organisers will ensure they appoint competent lifting contractors and ensure lifting equipment is subject to pre-shift inspections by the operator.

and prohibit the use of non-compliant equipment and working methods. even for short distances and they may also be required to wear hi-vis jackets or waistcoats (please check with the venue). it must be accompanied by a suitably experienced banks-man. 20 Additional information is available from the HSE‟s HSG6 guidance document. 13 Vehicles must be inspected at the start of each shift and any defects recorded. working methods and equipment to ensure compliance with legislation and codes of practice. 14 Except where indicated otherwise. eg double-deck platform. eGuide 2011 v1 pg. telescopic and pedestrian operated. it shall be fitted in accordance with the manufacturer‟s instructions and be subject to thorough examination every six months. a suitable and sufficient risk assessment must be agreed between the floor manager/organiser and lifting company prior to the commencement of the lift. that the vehicle is suitable for the load and that the combined load does not exceed the maximum floor loading of the venue. 16 Where multiple trucks are used in a co-ordinated operation to raise a load. operators must give way to pedestrians. seatbelts (where fitted). headlights and reversing lights must also be used. reversing sounder. reach. 19 The operator is responsible for ensuring that the safe working load of the vehicle is not exceeded. Fork Lifts 12 A number of common types of fork lift truck are used at venues. 18 Where a working platform or personnel basket is used.11 The venue reserves the right to inspect all lifting operations. Operators should wear safety footwear. An annual certificate of thorough examination must be available for inspection when requested. including counter-balance. Operators must be trained and qualified for the type used and certificates must be available for inspection when requested. When in use. 17 Trucks must be operated with audible and visible warnings. In low light conditions. Where a fork lift is operating in a narrow gangway with a load at high level. eg flashing beacon. 15 Loads must be carried at low level wherever possible. 89 . the rider‟s instructions supersede the operator‟s and a suitable means of communication/signalling must be agreed prior to work commencing.

stewards. security. Additional cover above any standard provision will normally be charged for. a paramedic would normally be required for a mother and baby show or for heavy builds to deal with potential serious trauma injuries. so organisers must make an early assessment and discuss their requirements with the venue. then decide on both the level of additional cover required and the specific type of cover.Medical Cover Click here to return to main navigation page Subsections:  General Guidance General Guidance 1 The principle responsibility for assessing the risk and identifying the appropriate level of medical cover for each event lies with the organiser. cover may be also be required for overnight working. 2 The organiser should assess whether the standard cover (if provided) is sufficient and if not. 90 . For example. exhibitors and contractors are made aware of the location of the medical centre and how to contact it if required. eGuide 2011 v1 pg. A basic level of medical cover / first aid may be provided at the venue and it is important that all staff.

This licence is required in addition to the licences mentioned above for music videos/DVDs. tapes. on stands or other areas. 2 Organisers. exhibitors or other persons requiring music to be publicly performed live on stands or other areas. CD‟s. eGuide 2011 v1 pg. The venue must be informed in writing at least 28 days prior to tenancy and copies of licences must be submitted. or through the public address system must obtain the necessary licence directly from the Phonographic Performance Ltd. 4 Any person wishing to publicly show video or DVD recordings must apply for a licence directly to Video Performance Ltd. 91 . digital media players.Music and Video Licences (Broadcasting of Music) Click here to return to main navigation page Subsections:  General Guidance General Guidance 1 Any person wishing to have any music publicly performed or played at events must obtain the necessary licence for doing so. 3 Any person wishing to publicly play pre-recorded music from radio. will require a licence for the performance of music from The Performing Rights Society Ltd (PRS). etc. in addition to a licence from the Performing Rights Society Ltd mentioned above.

security. health and safety cover.Night Working Click here to return to main navigation page Subsections:  General Guidance General Guidance 1 On those occasions when contractors request permission via the organiser to work later than the venue's operating times. lighting. 2 Night working will only be permitted on condition that there is sufficient venue management cover and appropriate duty staff to oversee safe working practices and to ensure adherence to licensing restrictions. Please contact your venue manger for further details. particularly vehicle movement curfews. power. first aid cover. 3 Organisers must cover any associated costs and also provide their own venue cover. 92 . A suitable risk assessment must be carried out. eGuide 2011 v1 pg. vehicle movement curfews and emergency situations. the following issues must be considered: licensing.

machinery and equipment exhibits and pyrotechnic effects. Peak Sound Pressure Levels 5 Arrangements must be in place to ensure that all persons working within an area where noise levels exceed 80dBA are wearing appropriate hearing protection equipment. The noise management plan must also include the planned noise reduction measures to be implemented. Common noise hazards arise from music whether un-amplified or amplified. 8 Music sound levels may be monitored by the venue. 7 Noise levels of concussion pyrotechnics must be monitored pre-show and results effectively communicated to the venue. Such effects will be subject to approval at this time.B. as well as all other duties and those particularly relating to action levels. earplugs at the feature area) 4 N. the planned event noise management arrangements this will include:       The nominated responsible person for noise management at the event The nature of noise sources The expected noise levels Noise engineering controls Monitoring the arrangements for the provision and types of hearing protection equipment required Monitoring the arrangements for those not in employment (i. the organiser will specify to the venue. Where noise hazards are identified. 93 .e. to reduce the risk of hearing damage to employees to the lowest level reasonably practicable. Where these exceed acceptable levels the nominated responsible person must comply by lowering the levels. 6 Linear noise levels must comply with current legislation and remain at peak levels below 137dB(linear).Noise Click here to return to main navigation page Subsections:   General Guidance Peak sound pressure levels General Guidance 1 Organisers will inform the venue at least 28 days in advance of an event that will give rise to expected hazardous noise levels associated within the event and/or its exhibitors or feature areas. 3 Organisers. 2 Hazardous noise levels can be described as those that exceed 80dBA. exhibitors and employers related to the event. motor sport or vehicle demonstrations. must ensure they fully meet their duties under the Noise at Work Regulations 2005. eGuide 2011 v1 pg.

all prepared by a competent person. Structural Details 2 Temporary platforms and stages should be assembled in accordance with engineering documentation that comprises drawings.Platforms and Stages Click here to return to main navigation page Subsections:     General Guidance Structural Details Access and Egress for Non-public Use Protection Against Falling General Guidance 1 Platforms and stages over 0. there should be a handrail on all except the performance edge(s) of stages. Ramps should have suitable rails to restrain equipment on wheels. Wherever possible.6m in height and all platforms and stages for public use are deemed to be complex structures and the procedures for complex structures detailed under „Stand Construction‟ must be followed. Engineering documentation should be independently checked by a structural engineer. Ability of the whole structure to resist all imposed forces on it. Criteria for handrails used on platforms and stages not for public access require: eGuide 2011 v1 pg. Rigging and support methods proposed to suspend the equipment. including dynamic loadings.g. Access and Egress for Non-public Use 4 Stages and platforms should be provided with adequate access by means of ramps and/or stairways. Stairs and ramps used for access/egress must comply with the guidance detailed in the stand construction section. 5 The surface of ramps and treads. 6 Adequate handrails should be provided to all ramps and stairways. The results of the check should be included with the technical documentation applicable to the stage and submitted to the venue for approval. dancing. particularly those which could become wet. Ability of the structure to resist the additional wind loading on the suspended equipment (if applicable) Interaction between elements of the structure e. It is good practice to have at least two means of access/egress. junctions between staging and ground supports. calculations and specifications. Protection Against Falling 7 Lack of handrails and poor stairs are the most common causes of stage-related accidents indoors. 3 Of the calculations that are applicable to complex structures. the following are particularly relevant to stage structures:       Ability of the stage surface to support the design loads and other given criteria. including those created by weather conditions (if applicable). acrobatics Ability of the structure to support the weight of any equipment attached to it. e. 94 . regardless of height and on every staircase.g. should be covered with slip-resistant material.

3kN point load applied horizontally. 10 Performers may face into very powerful lights. All contractors are to take suitable measures to prevent the risk of falling during the assembly and removal process. Organisers should agree measures with the stage supplier to assist in preventing falls to technicians installing equipment (typically sound. Where narrow gaps cannot be avoided they should be protected by handrails and toe boards. For best visibility. lighting and video) on the unfinished stage or platform. physical obstructions and stair edges should be marked with white. and No breaking or deflection more than 300mm at any point under a 1. 11 The front edge of stages. These measures should be documented in the form of a method statement and risk assessment. leaving them temporarily unable to see edge markers. 8 Handrails on stages and platforms used by the public generally require the handrail to bear 3kN. 95 . Way-finder or rope lighting may be required.  A limiting deflection of 35mm under a 0. luminous tape.25kN point load applied vertically. Temporary barriers may be required at the front edge of the stage during non-show times. 9 Serious accidents have occurred on stages with a narrow gap to an adjacent wall where people have stepped into the gap and become trapped. eGuide 2011 v1 pg. which may dim or go to „blackout‟ very suddenly. the tape should be at least 50mm wide.

Where a demonstration gives rise to significant risk to health and safety. 2 Controls must be put in place to ensure that:     Demonstrations do not present a fire or safety hazard They are arranged so as not to cause a nuisance They do not obstruct or encroach into gangways Space for an audience is allowed within the stand area – viewing from gangways is not permitted and they must be kept clear at all times 3 The use of compressors. 4 The venue reserves the right to curtail any activity considered to be detrimental to public safety. except with the express permission of the venue and subject to stringent safeguards. including the risk assessment must be submitted to the venue. 96 . sprayers. auto trucks and similar plant powered by internal combustion engines is prohibited during periods when the public is in the hall. All such vehicles must comply with the guidance contained in „Vehicles‟ and be supplied with a suitable fire extinguisher. Tools and Processes & Working Machinery General Guidance 1 The organiser must ensure that a risk assessment is carried out for any proposed demonstration. full details. eGuide 2011 v1 pg. Work Equipment.Product Demonstrations Click here to return to main navigation page Subsections:  General Guidance Please refer to guidance on Feature Areas.

In emergency situations. eGuide 2011 v1 pg. 97 . the venue's public address system will override those of the organisers.Public Address Systems Click here to return to main navigation page Subsections:  General Guidance General Guidance 1 The venue provides a public address system for the organiser's use during events. Organisers must ensure that the system is operational and under the control of a competent member of staff at all times.

Approved Codes of Practice. safety and welfare of his employees and that the activities being undertaken do not affect the safety of others. guidance and general „good practice‟ apply to rigging operations. An employer has a duty to ensure the health. Competency 7 Rigging operations shall be undertaken by competent persons. A rigging company should have an authorised person to advise on rigging issues. Personnel involved in rigging operations should familiarise themselves with the full document. Employees‟/self-employed persons‟ responsibilities 6 These individuals carry a responsibility for ensuring that all equipment being used has been properly maintained and inspected. 4 The venue reserves the right to inspect all rigging. whether this equipment is owned by the individual or by a third party. The organiser cannot absolve him/herself of the principle duties outlined above by contractually deferring them to his/her contractor or sub-contractors. Responsibilities Employer‟s/organiser‟s responsibilities 5 Effective communication between employers is paramount. It is expected that all rigging company supervisors and riggers will achieve the National Rigging Certificate (NRC by PLASA) by 1st April 2012. eGuide 2011 v1 pg. The following is a brief summary of the key points. 2 Health and safety legislation. 3 Consultation with the venue is essential. Ground riggers should have a level of knowledge to enable them to undertake the inspection of chains and other equipment to prepare them for lifting. working methods and equipment to ensure compliance and to prohibit the use of non-compliant equipment and working methods. 98 . in order to comply with regulations that are specific to that venue.Rigging Click here to return to main navigation page Subsections:           General Guidance Responsibilities Competency General Safety Precautions Working Practices Insurance & Public Liability Access Equipment Planning & Provision of information Rigging Limitations Suspended Fittings General Guidance 1 All rigging work must be carried out in accordance with the National Arenas Association‟s Guidance for Rigging in UK Venues.

Particular attention shall be paid to the assembly of truss sections to ensure that braces are aligned correctly as per manufacturers‟ recommendations and all connectors correctly fitted. Rigging equipment should only be used by competent individuals. Working at height 9 Employers and employees must avoid work at height where they can and use work equipment or other measures to prevent falls and to minimise the distance and consequences of a fall. Examination and inspection of equipment 13 Examination and inspection of lifting equipment must be carried out at least every 6 months and is covered under the Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) and Provision and Use of Work Equipment Regulations 1998 (PUWER). 99 . promoters. 20 Areas for rigging operations are to be clearly defined and access to such areas shall be restricted to competent personnel involved in the operation. the use of spreader beams should be considered. 16 All equipment used shall have its safe working load (SWL) clearly marked and shall be suitable for the load to be applied. production managers and venue managers have a duty to ensure that riggers and rigging supervisors receive adequate rest periods. Clear communication between persons working at eGuide 2011 v1 pg. relevant legislation and shall be of sound material and construction. Personal protective equipment 11 Personal protective equipment (PPE) for working at height must be provided by employers. PPE for rigging activities must be suitable for both work positioning and fall arrest. free from defects and fit for the purpose for which it is to be used. 17 In situations where bridling is unsuitable. or under the supervision of such individuals. all personnel should be excluded from areas where overhead rigging or lifting operations are taking place. 15 Riggers must ensure that they comply with venue specific requirements. Hours of work 10 Employers. Rigging companies must have a rescue plan in place. Lifting equipment 12 All lifting equipment/lifting tackle shall comply with all current.General Safety Precautions Working underneath rigging operations 8 Where possible. 19 The slinging of suspended equipment shall be undertaken to manufacturers‟ recommendations and in accordance with best practice. Care should be taken to protect building steelwork. Where standard truss systems are employed for this purpose they shall be subject to a structural report. Where specifically designed or manufactured beams are employed a certificate of independent test and examination must be available for inspection. Working Practices 14 A competent rigger shall undertake all rigging work in a responsible manner. 18 All suspended truss systems should have independent structural certification and should only be used within certificated design parameters. Applied loads should take account of the safe weight of the rigging and hoisting equipment.

21 Signs and banners supplied for rigging shall be checked to ensure they are fit for suspension. 29 Truss/caving ladders to access flown truss structures must be used in conjunction with inertiatype fall arrestors. 22 Due to the flimsy nature of materials used. Insurance & Public Liability 25 The minimum level of liability cover required by rigging companies working within venues will be set by the venue‟s insurers and may be increased depending on the nature of the services to be supplied. 28 Standing directly on forks. paper signs may only be suspended if constructed from 'Tyvek' or a similar. 27 Special attention should be paid to the correct assembly and stability of ladders and other static forms of access equipment. the operative must ensure the lanyard remains in position until the transfer to the carriage has been completed. This is particularly important when the actions of other personnel could endanger the safety of rigging personnel e. 24 Secondary or „safety‟ suspensions may be required in certain locations. Operators of mobile elevated work platforms (MEWPS) for use in rigging related operations are required to be in possession of a current valid certificate of Training Achievement and Competency of Operations. When required. Planning & Provision of information 30 The key to safe and successful rigging operations lies in effective forward planning and exchange of information. When returning to the platform. approved material. Drop weighting to the bottom of banners may only take place when the weighting is completely sealed within the banner by positive means. in case of mechanical failure. This is irrespective of whether the rigging will be carried out by venue riggers. the rules for their installation should always be checked with the venue. he/she must identify a secure point of anchorage for the safety harness lanyard. Any accidents involving access equipment used for rigging purposes shall be reported to the venue immediately. It is the responsibility of the operator of the equipment to ensure that the carried weight does not exceed the SWL. such as stitching or vinyl welding. eGuide 2011 v1 pg. 23 Due to the potential structural damage that can be caused by catenary wire. as a minimum. If it is necessary for an operative to leave a MEWP at high level. The SWL of access equipment shall be permanently displayed on the equipment. Catenaries should never be installed when public are in the halls. The organiser should ensure that accurate information regarding the loads to be rigged is provided to the venue as soon as possible.g. sound and lighting crews. including the use of outriggers where fitted. Screw-in eyes are not acceptable and the venue reserves the right to refuse to allow the suspension of any signs where the suspension fitting supplied is inadequate.height and ground crew is to be maintained. attachments or pallets not intended for such applications is strictly forbidden. touring riggers or outside contractors. The lanyard shall be secured before leaving the platform. Sign suppliers shall be responsible for the integrity of signs and their suspension fittings. 100 . they shall be installed to bypass the mechanical lifting unit. Provision of bottom drop weight pockets by gluing is not acceptable. Access Equipment 26 All access equipment shall be used in accordance with manufacturer‟s instructions and recommendations.

Installation and dismantling takes place within the official tenancy period. loads involving people or anything else out of the ordinary. banners. All orders are accompanied by fully dimensioned plans giving precise weight loadings for each individual suspension point. walls. Secondary fixings will be permitted provided that:           The arrangement is agreed in writing by the event organiser. the venue should highlight any problems. wires. All lifting equipment must have appropriate documentation confirming that it has been inspected/ examined in accordance with the provisions of LOLER. columns or any other part of the building. This shall include the provision of attachments to the structure. Suspended systems are installed prior to the commencement of stand building. In turn. The risk assessment must be documented and available for examination. cranes. Initial enquiries are submitted to the event organiser who will liaise with the venue for approval in principle. regulations and other requirements. with free unobstructed safe access at floor level for hoist vehicles. 38 Direct fixing between the hall roof structure and the hall floor is not permitted. exhibitor or contractor requiring the service. Suitable safety arrangements are made for overhead working which do not conflict or present a hazard to ground level work. 101 . eGuide 2011 v1 pg. Suspended Fittings 37 Primary fixings for the suspension of stand fitting. Application is made to the venue at least 28 days prior to the first day of tenancy. as may be required. Requests for rigging will be dealt with by the venue on a first come first served basis.31 Information should also be provided on any moving loads. restrictions. Risk Assessment 34 LOLER refers specifically to the Management of Health and Safety at Work Regulations regarding the requirement to carry out a „suitable and sufficient‟ risk assessment of lifting operations. etc. The event organiser ensures that the company carrying out the work supplies a suitable work at height risk assessment identifying specific hazards and risks when installation and removal takes place. lighting fittings or other decorative materials from the structure of the hall roof. Rigging Limitations 35 All fixings or attachments to the permanent fabric or structure of the building will be carried out by the venue at the expense of the organiser. must be carried out only by the venue‟s appointed rigging company. 36 Under no circumstances may any other person enter the roof to attach any wires or tackle to it or any other part of the premises. steel work and the anchorage of guy ropes. Time is available within the beginning and end of the show tenancy for the venue to fix and remove the suspension wires. Exhibitors or contractors approaching the venue directly will be referred back to the organiser. cramps or tackle for any purpose to any part of the building fabric and structure. 32 The venue reserves the right to restrict or refuse proposals which exceed the loading limitations of the roof structure of the hall. A certificate of integrity and/or structural report from a competent person and/or structural engineer is supplied. whether to the interior or exterior of the halls. certain information must be kept and made available for inspection. Lifting Equipment Documentation 33 Under LOLER.

appear to contravene regulations. 43 Textile fabric infills must comply with BS 476 Part 7 (Class 1) and be thoroughly porous so as not to inhibit the effectiveness of any fire protection system within the hall. 102 . or providing equivalent supplementary signage due to overshadowing or obstruction of permanent exit signs. or otherwise interfere with the safe and proper operation of the hall. etc. 41 The organiser will be responsible for the cost of repositioning banners. Also fabric is required to be arranged in such a way so as not to inhibit the effectiveness of the permanent emergency lighting or heating/ventilating plant in the hall.39 Suspension will be prohibited if valid certification is not available or if a load or system is considered unsafe or unstable. obscure venue signage. 40 The venue reserves the right to check all rigging services and arrangements and to reposition or remove any items which may cause a hazard. High Intensity Lighting Systems 42 Specialist lighting designed to be portable and fully compatible as a system should be used. eGuide 2011 v1 pg.

Construction materials Subsections:     Submission of Plans Exits Equipment Venue Specific Rules – NEC. the following must be included:     Exits 2 Seminar theatres must have a minimum of two emergency exits. Feet of speaker stands may need to be indicated with hazard tape. YEC Submission of Plans 1 The organiser must supply detailed plans of any proposed seminar theatres to be built on the exhibition floor no later than 28 days prior to tenancy.Seminar Theatres Click here to return to main navigation page Other relevant sections: Stand plan approval and certification. Stand construction. except for panic bars or emergency release mechanisms. it is recommended that double doors are used for at least one of the exits in order to accommodate larger types of wheelchair. Please discuss this with the venue. 3 If a seminar theatre has a ceiling. Means of access and egress Gangways and gangway widths Layout and dimensions of seating Method of securing seating eGuide 2011 v1 pg. 6 Doors must have a minimum clear width of 800 mm. exit signs must be illuminated. in the direction of escape and into a recess. The size of the theatre and number of people to be accommodated will determine whether double or single doors are otherwise required. In addition to the requirements set out under „Stand plan approval and certification‟. 5 Exit doors must be free from fastenings. cabling etc. 4 Exit doors must have vision panels and open outwards. however. Equipment 7 Audio-visual and presentation equipment. so that gangways remain unobstructed. 103 . must be securely sited so as not to cause any obstruction or trip hazard. sited remotely from each other.

Up to 28 seats are allowed with a gangway at each end if the seat way is increased by 25mm for each additional seat over 14. they must be cambered. The minimum gangway required is 1. 104 . 4 If there are four or more seats in a row the seats must be secured together using an approved method. 5 Where seating is provided for 250 or fewer. Please contact the relevant venue for details of the regulations to be followed.1 metres. Up to 12 seats are allowed if the seat way is increased by 25mm for each additional seat over seven. the rows of seating at the front. in which case. 4 If floor bars are used to secure seats at the end of rows and on corners. A minimum gap (seat way) of 300mm must be provided between the back of one seat and the front of the seat immediately behind. 14 seats where there is a gangway at each end. eGuide 2011 v1 pg. only the end seats of rows need to be floor barred. so that it is not possible to separate them nor for a row to „snake‟ by pushing one or more seats in a row. 3 The maximum number of seats allowed in a row is:   Seven seats where there is a gangway at one end only. back.Seating Click here to return to main navigation page Subsections:   Tiered Seating Flat Floor Seating Tiered seating 1 Tiered seating structures are treated as complex structures. unless all the seats are secured together. 6 Where seating for more than 250 is provided. Flat floor seating 2 The width of gangway required between blocks of seats depends on the total number of seats and their layout. on crossgangways and near exits must be floor barred. the requirement for floor barring is dependent on the profile and size of the audience.

Signage Click here to return to main navigation page Subsections:  General Guidance General Guidance 1 The venue may choose to restrict the use of external sign sites to that of general promotion for the event and not individual exhibitors or sponsors. 105 . Please check this with the venue concerned. eGuide 2011 v1 pg.

Simulators and Rides Click here to return to main navigation page Subsections:  General Guidance General Guidance 1 Simulators and rides must comply with the Amusement Devices Inspection Procedures Scheme (ADIPS). prior to the event opening. 106 . They will only be permitted if a valid Declaration of Operational Compliance (DOC). copies of annual inspection certificates and a full risk assessment are submitted to the venue no later than 28 days prior to the start of the license period. who is able to recognise any dangers associated with the apparatus and is authorised to take any immediate and necessary action to prevent danger. 2 Simulators and rides shall be under the control of a competent and experienced person. The organiser must also confirm that each ride has been tested daily by a competent person and is safe for public use. During build-up the organiser will submit documents to the venue that confirm to the venue that they correspond to the actual rides to be used. eGuide 2011 v1 pg.

Special Effects Click here to return to main navigation page Subsections:           Approval Procedure Responsibilities Firearms (as an effect) High Power Scenic Projectors Laser Displays Pyrotechnics Real Flame Smoke Machines Strobe Lighting Ultraviolet Lights Approval Procedure 1 Special effects equipment includes. 5 Obtain risk assessment/method statement. Some chemicals may be subject to workplace exposure levels (WELs) eGuide 2011 v1 pg. ie smoke). 8 Organise demonstration of effects as necessary. 11 Complete a risk assessment and COSHH assessment (if required for any chemicals to be used and the by-products. 2 Technical details of proposed special effects. certificates of competency for operators and serviceability of equipment. pyrotechnics. 7 Ensure warning signage is available according to the type of effects to be used and is placed in a visible position for visitors. Responsibilities 3 Obtain details of all/any special effects equipment to be used during the event. must be submitted to the venue no later than 28 days prior to the first day of the licence period.2 Exhibitor/Contractor 10 Notify organiser of intention to use special effects equipment. dry ice machines. smoke machines. a full risk assessment and method statement for their use. (including fire work displays) and lasers. 9 Ensure the details are included in the event fire risk assessment. 39. including type and schedule for use.2. All special effects require prior approval in writing from the venue. together with certification of apparatus used (where appropriate). 6 Ensure copies of a COSHH assessment and safety data sheets are obtained for any chemicals used to produce effects. 107 . 4 Obtain schedule of when equipment is to be used & length of time the effects are likely to remain in the event. strobe lighting.

eGuide 2011 v1 pg. Skin burning and reddening (erythema) are less common and are reversible.12 Display the appropriate warning signage for visitors to the stand. 20 A suitable and sufficient risk assessment must be undertaken to adequately identify hazards and risks and details of how these will be controlled and managed. which is the maximum accessible level of laser radiation permitted within a particular laser class. Classes 3a. Hazards 21 The main hazards associated with lasers are eye and skin burns. 3b. 22 Lasers are classified according to their potential to cause biological damage. 13 Ensure installers and operators are competent. 17 Note: The police will also require approval of storage arrangements for firearms and ammunition High Power Scenic Projectors 18 XENON and HMI lamps emit extremely bright lights. All lasers should carry information stating their class and any precautions required during use. toxic fumes. and 4 are more hazardous and the appointment of a laser safety officer is recommended. locked container in a room which shall be kept locked when not in use. exact details of the proposal. The vast majority of accidents with lasers affect the eyes. 14 Ensure an appropriate fire risk assessment is carried out. so luminaires shall be sited out of the gaze of the public. replica and imitation firearms shall be stored in a robust. This notice shall include. save in exceptional circumstances. 24 The ANSI standard laser hazard classifications are used to signify the level of hazard inherent in a laser system and the extent of safety controls required. Lasers are classified into five classes (1. Cataract development and various forms of conjunctivitis can also result from laser accidents. including the date and time when the lasers can be demonstrated. 108 . Retinal damage is the most common and is irreversible. Laser Displays 19 Organisers shall not permit the use of lasers except with the written consent of the venue and providing that at least 28 days notice is given of any proposal to use them. 3a. 16 Deactivation certificates must be provided if requested. 2. Classes 1 and 2 are relatively low hazard and only emit light in the visible band. Firearms (as an effect) 15 All ammunition and firearms including deactivated. electricity and fire. 3b and 4) in ascending size of power output. The pertinent parameters are:     laser output energy or power radiation wavelengths exposure duration cross-sectional area of the laser beam at the point of interest 23 In addition to these general parameters. lasers are classified in accordance with the accessible emission limit (AEL). trained and qualified as necessary.

33 The laser beam must terminate in a safe area away from the eyes of all persons in the vicinity. 34 Note: Lasers produce very intense light beams. Hazardous. Fire risk 26 The installation and operation of any laser shall comply with the HSE Guide to Radiation Safety of Lasers used for Display Purposes. shall be placed out of the reach of the public. Visible lasers. 36 Further information can be obtained from the following website: www.lasermet. Viewing of diffuse reflection is also hazardous. The organiser will be responsible for any costs incurred. Even reflected beams can be dangerous.25 s). 31 The means of electrical isolation of the mains supply must be provided adjacent to the laser machine. Supporting structures shall be rigid to avoid any accidental misalignment of the laser(s). must be locked or otherwise secured in position so as to prevent subsequent or unauthorised readjustment Installation Guidelines 30 The alignment of the laser installation including any mirrors must be checked on a daily basis. All fixed mirrors. HS(G)95 27 Laser beams shall be at least 3 metres above the highest affected floor level at all times and arranged so that they cannot scan onto any member of the public. 28 Where scanning is requested. Safe for accidental exposure (< 0. 109 . Viewing of diffuse reflection** is safe. 29 Laser equipment.25 The following is a table of laser classifications Class 1 Class 1m Class 2 Class 2m Class 3R Class 3B Class 4 Safe Safe provided optical instruments are not used Visible lasers. 35 An independent certificate of inspection of all installations may be required and this must be submitted to the event manager no later than 12 hours before the event opens. a specific risk assessment must be provided before permission will be considered and this must be obtained in writing from the venue. Low risk Hazardous. performer or staff. 32 Adequate mains water supply must be provided adjacent to the laser where the laser is watercooled. Safe for accidental exposure (< 0.25 s) providing optical instruments* are not used. Not safe. the following details must be supplied to the venue: eGuide 2011 v1 pg. which could blind. Any mirrors shall be securely fixed in   Laser Safety Assessment Laser Consent Form Pyrotechnics 37 Only pyrotechnics supplied specifically for stage use shall be used as part of a stage presentation. including mirrors. cause skins burns or even start a fire if used improperly. if approved for use in the display area and having been correctly set. The mixing of loose powders on site is not permitted 38 In addition to the requirements of the approval procedure detailed above.

47 Gel burners will not normally be permitted. or be otherwise covered with a thick layer of non-ferrous metal. preferably of copper. 110 . 50 The lighting and extinguishing of the flame shall be supervised by the venue fire safety officer who shall remain where there is a clear view of the flame and easy access to it until it is extinguished.     The organisation providing the effects The nature of the effects and their positions. 41 When not in use all pyrotechnics shall be stored in approved transportation and storage containers. 43 Withdrawal from store: Only the minimum amount of any explosive or highly flammable substance shall be withdrawn from the store as is necessary for the particular performance. including distances from the public Manufacturer's data sheets The amount of pyrotechnics Consideration should be given to compliance with the Noise at Work Regulations 39 If required. curtains and drapes and shall not be taken into any area occupied by the public. 45 Maroons and concussions shall only be used in a suitable bomb tank in approved locations and when the appropriate warning notices have been displayed stating that maroons will be operating as part of the effects of the event. 44 Pyrotechnics must only be fired from an approved key-protected device at the firing point. In the event of a misfire. 42 The opening face of the storage receptacle shall carry the explosive symbol together with a sign reading DANGER – No smoking – No naked flame in letters no less than 25mm high or equivalent signs and the UN number. the circuit shall be switched off until after the performance. All exposed metalwork. a demonstration of the pyrotechnics shall be given in the presence of the venue‟s representative and/or the Licensing Authority. It must be used under safe and ventilated conditions and under the control of a competent person appointed to ensure this at all times.   Code of practice for pyrotechnic operators Pyrotechnic Consent Form Real Flame 46 Real flame will only be permitted where it is essential for an effective demonstration of a product. The operator must have a direct view of the pyrotechnic device from the firing point. The device must not be operated if there is any risk to anyone. eGuide 2011 v1 pg. Storage areas and containers shall be indicated by the explosive or inflammable symbol as appropriate on the door or lid. 48 Organisers shall give the venue at least 28 days notice in writing of any proposal to use real flames and this should be reflected in the organisers and exhibitors fire risk assessments 49 Real flame shall be kept clear of costumes. brass or zinc. 40 All explosives and highly flammable substances must be stored and used under safe conditions to the satisfaction of the venue and must be in the charge of a competent person specifically appointed for this purpose. including the screws and nails shall be non-ferrous. material not easily ignited or paint at least 1 mm in thickness.

61 Stroboscopic lighting units shall be mounted at high level and wherever possible the beams deflected off a matt surface to reduce the glare. 57 Suitable arrangements must be made to ensure that the smoke generated does not interfere with the venue's smoke detection systems. 62 Where strobe lighting is installed.52 Any candleholders and candelabra shall be robustly constructed. Account will be taken of the visibility and CO2 levels. especially in low level areas ie: orchestra pits. Hazards 56 Hazards involved with special effects equipment include:        Allergic reactions to the chemicals used to produce smoke Photosensitive epileptic induced fits from the use of strobe effect lighting Freeze burns from skin contact with liquid nitrogen or carbon dioxide Asphyxiation from high concentrations of carbon dioxide or nitrogen gasses. The time factor will be determined by the venue‟s fire and safety officer at a demonstration. A list of recognised smoke machines may be provided by the venue and in these cases. Skin irritation from mineral oils or glycol Visibility may be obscured by smoke or vapour effects increasing the risk of slips/trips/falls and may cause a hindrance should the need to evacuate the building arise Only approved chemicals are to be used in smoke machines. provided a risk assessment and a COSHH assessment are completed and copies submitted to the venue no later than 28 days prior to the start of the licence period. Strobe Lighting 59 Organisers shall not permit the use of strobe lighting. unless details of the proposed machine are submitted to the venue for authorisation. 111 . Fail-safe devices shall be tested prior to each performance. basement. 53 Hand-held flaming torches shall incorporate fail-safe devices so that if a torch is dropped the flame is automatically extinguished. where practicable. 58 A suitable notice warning the public of the use of smoke machines must be displayed at all entrances to the event. which must not adversely affect public safety. the equipment shall be arranged to operate at a fixed frequency not exceeding FIVE flashes per second and the control equipment must be in a locked-off eGuide 2011 v1 pg. 60 Organisers shall give the venue at least 28 days' notice in writing of any proposal to use strobe lighting. The amount of fuel in the torches shall be limited to the minimum necessary for the effect. which must be given 24 hours before the event opens to the public. Smoke Machines 55 Smoke machines may be used. 54 Only solid fuel or paraffin shall be used unless otherwise agreed with the venue. Strobes shall not be sited on escape routes or corridors or stairs or other changes of level. Operation of the smoke generator shall be restricted to the minimum amount of time required to achieve the approved density level of smoke. fixed in position. Any costs involved in testing the machine are to be borne by the organiser. under stage voids etc. except with the written consent of the venue. This notice shall include exact details of the proposal including date and time when the strobe lighting can be demonstrated. only those listed may be used. not easily overturned and.

64 Warning notices shall be displayed at the entrances of the affected halls stating that stroboscopic lighting will be operating. 63 Where different sets of strobe lighting are to be used by different exhibitors at the same time. 66 Black light blues may be used without restriction. It is essential that lamps or luminaires restrict exposure to ultraviolet radiation. Luminaires shall be sited out of the gaze of the public. 112 . but in different parts of the exhibition hall. eGuide 2011 v1 pg. no more than one set of strobes shall be visible to any person at any time. especially ultraviolet B radiation.position. A suitable notice must be displayed at all entrances to the event warning the public of the use of strobe lighting. Ultraviolet Lights 65 Ultraviolet lights should not be used for the purposes of special effects.

10 Clients shall be given written and verbal advice regarding after-care where appropriate. 3 In all cases. micro pigmentation. exhibitors should contact the organisers of the event. manicures and pedicures Hands-off treatments (non licensable): e. dermal fillers and Botox Non invasive. The receptacle must eGuide 2011 v1 pg. in accordance with current industry accepted standards and practices relating to the treatment. Copies of these must be provided to the venue. etc.Special Treatments Click here to return to main navigation page Subsections:      General Guidance All Treatments Invasive Treatments Additional requirements for specific invasive treatments Venue Specific Rules NEC – All Treatments: Equipment NEC – All Treatments: Personal Hygiene General Guidance 1 This section covers three areas of treatments that are currently known:    Invasive treatments: e. tattooing. reiki 2 Local authorities take different view points on the licensing of these activities. Some treatments have to be licensed and therapists registered. hands on treatments: e. unless they are exempt or under the direct supervision of a medical practitioner. 7 Treatments may only be carried out using approved equipment and methods. 5 All treatments should be carried out in a safe and hygienic manner. details of indemnity cover. Indian head massage. who in turn will need to contact the venue for full details of what will be required. skin piercing.g. 8 Clients shall not be treated if under the influence of alcohol. acupuncture. i. cosmetic piercing. drugs or other substances.e. All Treatments 6 Treatments may be performed only by person(s) fully qualified to do so. 11 Appropriate skin tests must be carried out prior to treatment to check for possible allergies. electrolysis.g. covered leak-proof receptacle which shall be emptied at least once a day (or more frequently as necessary).g. Waste Materials 12 All waste material and other litter shall be placed in a suitable. 4 Please note that there is a strong risk of civil action should any issues arise as a result of bad practice during the provision of special treatments. qualifications and risk assessment for the special treatment. 113 . reflexology. 9 Stipulated age restrictions for treatments must be adhered to.

26 Adequate space must be made available on the stand surrounding the treatment area in order to ensure the safety of those administering and receiving treatments and also visitors to the event. sore. The store must be suitably clean and in such a place so as to avoid any risk of contamination. 18 Disposable rubber gloves must be worn by therapists for all invasive treatments and in any other instance where it is an industry standard to do so. Any other instrument used in connection with the treatment shall be disinfected or sterilised immediately after the treatment has been completed. 16 All equipment requiring regular/on-going maintenance should be maintained according to the manufacturer‟s recommendations. single-use instruments should be used wherever possible and disposed of correctly. as well as following any spillage onto the surface. The local authority/event organisers may require proof that correct and up-to-date maintenance has been carried out in certain instances. 13 Clinical waste. ie anything contaminated with human tissue. It should only be removed from site by a waste carrier who is registered for carrying and disposing of clinical waste. Hygiene 17 The exhibitor shall ensure that adequate facilities and equipment for the purpose of sterilising/disinfecting instruments and equipment are provided. Personal Hygiene 22 Any person carrying out treatments must ensure that: 23 Any open boil. which should be sealed when no more than one third full. paper or other covering used in the treatment shall be clean and in good repair and not have been used in connection with the treatment of any other client. Equipment 14 All surfaces onto which treatment instruments and equipment are placed prior to treatment must have a smooth. 15 Any tables or couches used by clients shall be covered with a disposable paper sheet which must be changed after each client. 25 They refrain from smoking or consuming food and drink during the course of the treatment. if running water is not available. Treatment Records 27 The exhibitor shall ensure that adequate records are kept of:  The person receiving treatment pg. These will be discarded after each treatment and new ones used for each client. 19 Any protective clothing. impervious surface. cut or open wound is kept effectively covered by an impermeable dressing 24 Hands are kept clean and are washed immediately prior to carrying out any cleaned following emptying. 21 Adequate provision for storage shall be provided for all equipment and items involved with the treatment. 20 Sterile. it must not be disposed of in general rubbish containers. must be placed in yellow refuse bags. it may be acceptable to use anti-bacterial gel and disinfectant wipes. These surfaces must be wiped down with a suitable disinfectant at least once a day. For noninvasive treatments only. Waste shall be removed from the premises in sealed plastic bags at the end of the event and disposed of correctly in an approved manner. 114 eGuide 2011 v1 .

eGuide 2011 v1 pg. etc) 28 These records must be made available to a Licensing Officer/Event Organiser. cellulitis. adhesive plaster. fainting seizures (eg epilepsy). 36 Fish welfare measures must be in place:       Control of fish stock numbers Rest periods between each customer totalling at least 50% of each working day Covers for holding tanks Adequate quantities of treated water for water changes Feeding supplements Considerations for the stand being left overnight (water temperatures. 40 Any exhibitor using injected anaesthetics must provide relevant evidence of their registration as a medical practitioner to the organiser and/or supervising medical practitioners prior to the commencement of the event. including: heart disease. diabetes. 32 A suitable means for cleaning customers‟ feet prior to treatment must be provided that does not contaminate the fish water or endanger the fish. 37 Electrics should be fitted with an RCD. etc).   The treatment given The person giving treatment The client‟s relevant medical history. 30 Records of pre-screening and customer‟s contact details must be retained for at least three years. haemorrhaging. 115 . 31 Staff must be properly briefed and understand the limitations and risks associated with the treatment. If ethyl chloride is used then its hazards and limitations must be understood and extreme care must be exercised. genital warts (if relevant) and any allergic responses (to anaesthetics. Invasive Treatments Anaesthetics 38 A suitable surface local anaesthetic may be applied to the area using a clean. Ideally. viral or fungal infections present. disposable applicator (ie sterile gauze) for each application. Fish Pedicures 28The following applies to the use of fish spas: 29 Customers must undergo pre-screening by a competent person prior to treatment to identify contraindications and any bacterial. if requested. this should include a dedicated wash basin with a constant and adequate supply of hot and cold running water and means for effective drainage. eczema. jewellery metals such as nickel. 35 Adequate equipment for the testing of water quality must be provided and records kept of the type and frequency of tests. 34 Appropriate water filtration procedures. HIV infection. be individually switched and not rely on extension leads. 33 Customers with freshly applied nail varnish must not be treated. hepatitis B infection. including records of water changes and how many customers can therefore receive treatments within defined timescales. 39 It is an offence to use injected anaesthetics unless registered as a medical practitioner. Fresh towels should be provided for each customer. impetigo.

shall be in a sterile condition and be kept sterile until it is used. rotate the jewellery regularly until the wound has dried up.Sharps 41 Any needle or instrument which penetrates the skin or any instrument or item of equipment used to handle such a needle or instrument. then this shall be done with a fine. overalls or other suitable covering They note that vaccination against Hepatitis B is strongly recommended 54 A notice shall be prominently displayed on the premises informing potential clients of the risks associated with body piercing including: eGuide 2011 v1 pg. Additional Requirements for specific invasive treatments Ear Piercing 46 The treatment area must be solely used for the process of carrying out cosmetic piercing. possible indications of any complications in healing process. 47 If the piercing site is to be marked. Hygiene 44 The following facilities must be provided on stands where invasive treatments are being carried out: 45 A dedicated wash hand basin. 42 Needles must be pre-packed. 53 Any person carrying out body piercing must ensure that prior to piercing:    New disposable rubber gloves are worn for each client They are wearing clean and washable protective clothing. 48 In every case the skin in the area of the piercing site must be appropriately cleansed using a skin-safe antiseptic solution before piercing. keep wound uncovered as much as possible to permit free air circulation. 51 Piercing guns designed for ear piercing must be used only on ears. indelible pen prior to cleansing. pre-sterilised and only used once before proper disposal in a puncture and leak proof yellow box which is clearly marked „sharps‟. 116 . The box and its contents must be disposed of in a manner approved for clinical waste. with a constant and adequate supply of hot and cold running water. means for effective drainage and sufficient electrical sockets if required. Body Piercing 52 The treatment area must be solely used for the process of carrying out cosmetic piercing. 43 The exhibitor shall ensure that adequate facilities and equipment for the purpose of sterilising instruments are provided and are maintained in proper working order. advice on dealing with slight reddening/ swelling/pain and need to contact GP if problems do not improve within 24 hours. 49 Clients shall be given verbal and written information regarding piercing after-care until fully healed including: 50 Keep the site dry (apart from careful bathing/showering). indicate normal time for wound to heal. clean hands before touching site or the jewellery. Anti-bacterial hand wipes are not regarded as an acceptable alternative to the provision of hand washing facilities.

and disposed of after each treatment.g. 57 Body piercing of navel. etc should be segregated in sealed yellow plastic bags before being sent for disposal. 67 Needles must be pre-packed. embedding of the jewellery. allergic reactions to jewellery. 56 Clients shall be given verbal and written information regarding body piercing after-care until fully healed. No direct or indirect contact is to be made with blood between each use. blood should be forced out of the site. localised infections (sepsis). severe swelling and trauma at and around the site pierced. must be autoclaved to the manufacturer‟s specification and kept in sterile environment before each use. 64 If patients are left alone with needles in situ during a treatment. British Acupuncture Council). it should be washed thoroughly with soap and water and the needle discarded properly. Acupuncture 58 The acupuncturist must be a registered member of a recognised UK body/association (e. plastic. 59 The treatment area must be solely for acupuncture practice or other similar work requiring a comparable level of hygiene and cleanliness. as for ear piercing (see above). Micro pigmentation 66 The treatment area must be solely for the practice of micro pigmentation or other similar work requiring a comparable level of hygiene and cleanliness. lip. pre-sterilised and only used once before proper disposal in a puncture and leak proof box which is clearly marked „sharps‟. unless specifically agreed by the venue.55 Blood poisoning (Septicaemia). disposable gloves should be used and worn prior to setting up tubes. swabs. including paper waste. 68 Sterilised. 62 Sterilised. If moxa is used on a needle in situ. 65 Needle stick injuries: Practitioners must never test a needle for sharpness on their own skin. Trays. 117 . 63 All clinical waste. The box and its contents must be disposed of in a manner approved for clinical waste. plastic. needles and ink supplies. etc. the practitioner or other qualified practitioner must remain with the patient at all times to avoid any risk of burn injury. Such patients must be referred to their General Practitioner and treatment is to be declined. In the event of the practitioner sustaining a needle stick injury. Practitioners must never continue to use a needle on a patient that may have penetrated their own skin. 61 Disposable pre-sterilised solid needles should be used. Tattooing 69 The treatment area must be solely for the practice of tattooing or other similar work requiring a comparable level of hygiene and cleanliness. metals and antiseptics. cotton wool. nose or eyebrow only shall be permitted. The Acupuncture Society. eGuide 2011 v1 pg. disposable gloves should be used during needle insertion and withdrawal. Acupuncture should not be prescribed if a patient‟s condition is not fully understood or is likely to be critical or non-responsive to treatment. Plastic gloves must be worn when examining skin disease. wipes. All equipment used shall be sterile prior to treatment. they must be cautioned about any movement which might bend or damage a needle. 60 Details of current client medication must be taken and possible side effects must be considered. scarring.

75 After tattooing. (The exception to this is the application of stick-on jewellery). a dry. ensuring a sufficient quantity to complete the procedure. and disposed of after each treatment. Trays. or any drug causing sensitivity to sun exposure.e. without changing needles on the same client. herpes). haemophilia.1% hydrogen peroxide or for any associated products.before beginning treatment on a new client. Tooth jewellery/tooth whitening 82 Any cosmetic procedures affecting the surface of the tooth. sterile dressing must be fixed in place with micro-pore tape. The box and its contents must be disposed of in a manner approved for clinical waste. the operators must be registered with The Health Promotion Agency. 74 The temper or sharpness of a needle must not be tested on the client‟s or the operator‟s skin before use. cotton wool. disposable gloves should be used and worn prior to setting up tubes. have passed over a client‟s skin) they should be disposed of in the manufacturer‟s recommended way. 80 An operator-controlled hand piece must be properly and completely sterilised – according to manufacturer‟s guidelines . any contagious disease. This also applies to giving clinical advice about such procedures. needles and ink supplies. which release greater than this level of hydrogen peroxide to be supplied.e. 73 Clean water must be used to rinse needles if changing dyes and inks. Under the terms of the Cosmetic Products (Safety) Regulations it is illegal for tooth whitening products to be supplied that contain more than 0. 71 Sterilised.70 Needles must be pre-packed. disposable pigment trays or disposable caps. wipes. skin irritation or rash (wait at least 48 hours after waxing). etc. Tetracycline. 83 Tooth whitening products contain bleach and need to be handled with caution. plastic. 81 Once crystals become used (i. No direct or indirect contact with blood is to be made between each use. use of Retin-A. hepatitis. Tubes and needle bars must be dismantled from the machine and placed in a plastic container marked „dirty instruments‟. 78 The client‟s medical history should be sought for contra-indications for micro-dermabrasion treatment applications. pre-sterilised and only used once before proper disposal in a puncture and leak proof box which is clearly marked „sharps‟. i. 79 Therapists should wear latex gloves and protective face mask throughout treatment. any blood transmitted disease (HIV. 84 In situations where tooth whitening is carried out by laser machine operators. 76 The client must be given appropriate after-care advice. Micro-dermabrasion 77 Therapists must be fully trained on the equipment used. such as filing or drilling may only be carried out by a registered GDC dentist. 118 . 72 Pigments should be dispensed into single-use. Accutane. eGuide 2011 v1 pg. must be autoclaved to the manufacturer‟s specification and kept in a sterile environment before each use. according to manufacturer‟s requirements.

Venue Specific Rules NEC . in order to comply with Control of Substances Hazardous to Health Regulations 2002 (COSHH).Special Treatments: All – Equipment 86 Exhibitors demonstrating acrylic nail treatments must provide a suitable means of minimising exposure to vapours and dust.Botox. Botox should only be administered by a registered doctor or by a nurse under the supervision of a registered doctor. It may be that engineering controls such as extraction equipment or down draught tables are required. NEC – All Treatments: Personal Hygiene 87 Hot and cold running water must be provided for hand washing for the following non-invasive treatments. 119 . Portable units are acceptable if maintained: Waxing Threading Eyelash treatments Acrylic nail treatments eGuide 2011 v1 pg. cholesterol and blood tests 85 These are classed as medical treatments. Doctors should be GMC registered.

The cost of repairing any damage will be charged to the organiser of the event. seminar rooms and theatres at all times. eGuide 2011 v1 pg. unobstructed height of 2.Exits Floor Loading Inner Rooms Doors/Vision Panels Ceilings on multi-storey stands Ramped & Stepped Access Construction Materials On site Management Venue Specific Rules NEC – Fixing to the Hall Floors General Guidance 1 All construction work is subject to the requirements imposed by this guidance and must be carried out using proper materials and in a workmanlike manner.06m.Stand Construction Click here to return to main navigation page Subsections:               General Guidance Exit Signs Emergency Lighting Escape Routes Double Decker stands – Planning and Construction Double Decker stands . Emergency Lighting 4 The illumination provided by normal lighting and emergency lighting should be sufficient to enable anyone to see their way out of stands.2 lux and preferably 1 lux. The horizontal luminance at floor level provided from either source along the centre line of defined escape routes should not be less than 0. Exit Signs 2 Exit signs must be:    A minimum height of 200mm and a minimum width of 400mm On a 24 hour electrical supply and illuminated at all times Positioned so they are conspicuous 3 Alternative means of escape and adequately maintained general and safety lighting. Adequate precautions must be taken by contractors to protect the fabric of the building during construction and dismantling.1m. 120 . Any battery used for emergency lighting should be capable of maintaining the full load connected to it for a minimum of three hours after the failure of the normal supply. Escape Routes 5 Alternative escape must be available from any point within a stand or structure leading to a place of safety. other than within doorways. which should have a clear height of not less than 2. with maintained illuminated exit notices shall be provided to any enclosed area on a stand. Escape routes should have a minimum.

shape and weight eGuide 2011 v1 pg. where gangways must be no less than 1m wide. 7 There should be no obstruction that could impede the free flow of people using the escape route. Design 11 The following basic considerations must be addressed by the designer of a double decker stand: 12 Stability:       Stability at all stages of construction and dismantling Identifying the point at which the structure can support itself Identifying the permanent elements that ensure stability The sequence of construction and the sequence for the removal of any temporary parts Calculations indicating the relevant forces and load capability of the structure The floor loading capacity of the venue 13 Construction and Dismantling:     Drawings must clearly identify the sequence of construction. temporary handrails. It supports the requirements for complex structures set out in the Stand Plans section. eg construction of frame. stacking and transportation of the components relevant to their size. fixing of bracing A clear plan for dismantling the stand must be identified The time available for construction and dismantling of the stand must be taken into consideration A safe system of work must be identified within the methods for construction and dismantling. smooth and slip-resistant finish. except within stands of less than 100m2. lifting. exit or gangway shall not exceed 15 metres. 9 The maximum travel distance from any part of a stand to an open side. 121 . where appropriate. Double Decker Stands – Planning and Construction Introduction 10 This guidance identifies the main elements of safe construction of a double-deck stand. indicate the necessary provision of access equipment and the safe system of work Connections shall be simple and effective to reduce the time spent working at height 16 Materials Handling:  The design should take account of the safe handling. storage. insertion of legs.6 The minimum permitted gangway width is 2 metres. fall-arrest system 14 Assessment of Loads:  A realistic assessment of the loads and forces at each stage should be made in consideration of the erection sequence 15 Connections:   The design should consider the safest means of connecting components and. 8 All floors should be even and have a firm. Trip hazards should be avoided. ie work equipment.

27 Cranes (including Hiabs) are allowed but the positioning of the vehicle must be agreed by the venue to ensure that the weight loading is effectively distributed on the floor. 20 Competent supervision is required and supervisors must be trained and understand the work they are to supervise. 26 Plant and equipment must only be operated by a competent person and copies of their licences or certificates must be available for inspection at any time. in writing. 25 Welding and cutting (fabricating) is not allowed within the venue without the prior written consent of the venue. This should include decking and the erection of handrails to ensure a safe place of work on the upper level. All persons involved with the work shall be competent to undertake the work and have read and understand the method statement and risk assessments and erection sequence(s). lifting points indicated. Please refer to Hot Works Permits. Components should be stacked and delivered so that they can be removed in the desired order. 23 Hard hats and steel toe-capped boots are necessary PPE for working with steel structures. 18 The method statement for a double decker stand should include:      Construction sequences. 21 Weights of components should be clearly marked and where necessary. Lifting the main deck using several forklift trucks is acceptable provided a method statement and risk assessment for such an activity has been accepted by the organiser. including the use of temporary components The detailed construction scheme that identifies the lifting. eGuide 2011 v1 pg. Where the methods are changed. 122 . 22 Deliveries must consider the floor loading in the area of erection or unloading. the designer shall authorise the change. noting the starting point Methods to ensure stability. alignment and connection requirements The preferred system to prevent falls from height. to avoid the provision of additional safety measures such as temporary edge protection and fall restraint or arrest systems. 24 As much of the construction as possible should be completed at floor level. They shall be able to read and understand the drawings and method statements and ensure that they are appropriate for the structure and its location.Method Statement 17 The preparation of a method statement is an important step in the planning of a safe system of work. the safe means of access and any special platforms or equipment The provision of suitable plant and equipment with which to construct the structure safely General guidance on erection and dismantling of structures 19 Method statements and risk assessments must be provided and shall be followed. once lifted. It may be necessary to cordon off the area of the build when overhead working is taking place. prior to the documentation being changed and these must be re-submitted to the organiser for approval and to the venue.

sub-contractors)? When will handrail be completed (prior to lifting)? Will floor be complete. fall-arrest equipment. etc) Control measures to be used (codes of practice. barriers. Work on site will be checked against this information and will be stopped where it does not comply. if not. etc) eGuide 2011 v1 pg. 123 . Hiab. scaffolds. dangerous work practices will not be tolerated and persons may be removed from the venue if necessary.Method Statement Template for Double Decker Stands 28 The completed document must be submitted to the organiser along with the other required documentation detailed under „Stand Plans‟. fork lift. dust. safe systems of work. Exhibitor Contractor Contact name Mobile contact number (on site) Date information completed Step-by-step build sequence for the structure (can it be built at ground level?) Weight to be lifted. Please note that „live‟ or „open-edge‟ working is prohibited. etc) Solutions to the above hazards (scaffolds. height it will be lifted to. equipment to be used (crane. This form should be completed by the person supervising the work on site Event Date of event Stand no. etc) How the structure will be lifted safely Who will undertake the tasks (own work force. what means of edge protection has been designed? Equipment to be provided for working at height Hazards created by the task (work at height.

steps) Access required by other contractors to locate services or undertake an installation. ear plugs. screens. ladders. Their approval of this document and supporting information must be confirmed below. etc) and proof of competence of those undertaking this work Plant and tools to be used (power drills. compressors. hot work. saws. who it will be used by and what training will be given (hard hats. overalls.Predicted noise levels Specialist work required (scaffold erection. fire extinguishers. gloves. etc) PPE to be used. when When structure will be signed off by an independent structural engineer (normally arranged by the organiser) Arrangements for safe dismantling Work at the venue will not commence without the permission of the organiser or their appointed representative. etc) Physical precautions to be used and details of supplier (barriers. woodworking machines. 124 . trestles. warning signs. who. etc) Details of the working platform (mobile tower. dust masks. Organiser‟s comments Name Date Organiser‟s signature eGuide 2011 v1 pg.

a single staircase is acceptable:   No more than 60 people will occupy the level served by the staircase at any one time (public. must be of solid construction. Please refer to the relevant venue for details. an approach incorporating a ramp should be provided. Inner Rooms 33 Occupied inner rooms on stands require an alternative means of escape if they contain more than 60 people and/or the travel distance to a gangway exceeds 15 metres. 38 A ramp must be either readily apparent or the approach to it clearly sign-posted. Upper Level Floor Loading 32 The floor of the upper level of a multi-storey stand must be capable of withstanding a weight loading of 5kn/sqm. Point loads in excess of this and in certain areas of the venue will require larger base plates. performers and staff inclusive) No part of that floor of the upper storey of a stand is more than 15 metres away from the foot of the stairs. Doors/Vision Panels 34 The required minimum effective clear width of a door is 800 mm. 35 Doors must have a vision panel with a zone of visibility of between 500 mm and 1500 mm above the floor. the gradient will be adjusted accordingly eGuide 2011 v1 pg. 39 The gradient of a ramp flight and its going between landings should be in accordance with the following table: Going of a ramp* 10m 5m 2m Maximum Gradient 1:20 1:15 1:12 Maximum Rise 500mm 333mm 166mm *For goings between the above lengths.Exits 29 There should be a minimum of two separate staircases leading from any floor above ground level.Double Decker Stands . Base plates must be a minimum of 300 mm x 300 mm and 12 mm thick to support a point load of up to 50kn. 30 However. 125 . The exception to this is doors to small storerooms. in the following situation. Ceilings on multi-storey stands 36 Ceilings. Floor Loading 31 The venue‟s floor loading restrictions must not be exceeded. where a small panel may suffice. Ramped & Stepped Access Ramped Access 37 If constraints necessitate an approach of 1:20 or steeper. except those above the topmost storey of multi-storey stands.

46 Handrails must be provided on both sides of a ramp which has a gradient steeper than 1:20. 42 The ramp surface must be slip resistant.2m long and clear of any door swings or other obstructions must be provided at the foot and head of the ramp. unobstructed width of 1. 53 Flights shall have a minimum. 2 or more clearly signposted steps should be provided in addition to the ramp.2m. 52 Each landing must have an unobstructed length of not less than 1200mm. Stepped Access 51 A level landing must be provided at the top and bottom of each flight. or have a rise of more than 500mm. 126 .40 Ramps must not be greater than 10m. 59 Risers must not be open. 55 Flights between landings shall contain no more than 12 risers where the treads are less than 350mm and no more than 18 risers where the treads are 350mm or greater. which contrasts visually with the ramp or landing. must be provided on the open side of any ramp or landing. 49 All landings should be level. 56 The tread and riser of each step must be consistent throughout a flight. 60 Single steps are not permitted. a risk assessment must be provided to and approved by the organiser. subject to a maximum gradient of 1:60 along their length. a ramp should be provided instead of a single step. 58 The tread of each step must be between 280mm and 425mm. 47 Where the change in level is no greater than 300mm.5m long and clear of any door swings or other obstructions. especially when wet and of a colour that contrasts with that of the landings. unobstructed width of 1. in addition to any guarding required. 54 Doors shall not swing across landings. 41Ramps shall have a minimum. 48 Where the change in level is 300mm or more. 57 The rise of each step must be between 150mm and 170mm.5m. 45 Intermediate landings at least 1800mm wide and 1800mm long must be provided as passing places when it is not possible for a wheelchair user to see from one end of the ramp to the other. eGuide 2011 v1 pg. 61 All nosings must be made apparent by means of a permanently contracting material 55mm wide on both the tread and the riser. Where it is impractical to comply with this legal obligation. 43 A landing at least 1. or if the ramp has three flights or more. 44 Intermediate landings must be at least 1. 50 A kerb at least 100mm high.

79 The clearance between a cranked support and the underside of the handrail shall be at least 50mm. 64 A single staircase shall not exceed 1. it must comply with the following:       The headroom must be a minimum of 2m The width may not be less than 450mm and must be at least equal to the width of the entrance to the exhibit The risers must not exceed 170mm in height Each tread must be a minimum of 280mm in depth The width of landings at top and bottom must be equal to the width of the steps Handrails must be provided 69 The use of non-compliant stepped access (e. 76 The profile of handrails shall be either circular. flight of steps or landing must be between 900mm and 1000mm. As a minimum. boats. 67 Helical stairs are permitted where they comply with this guidance and their use is approved by the venue. 73 Handrails shall contrast visually with the background against which they are seen. 63 A continuous handrail must be provided on each side of flights and landings. 66 Spiral staircases are only permitted for exhibiting staff use and not for members of the public. with a diameter of between 40 and 45mm. it may not comply with the above regulations. 75 Handrails shall be terminated in a way that reduces the risk of clothing being caught.8 metres in width. 78 Double-width staircases shall have a central handrail. but if necessary it must not exceed 25mm. without being highly reflective. pre-existing modular and system staircases) will be subject to the approval of the venue. 72 Handrails shall extend at least 300mm beyond the top and bottom riser of any steps. preferably with a width of 50mm. 65 Where a staircase is divided into more than one channel. 68 Where the means of access to trailers. caravans and other. 74 The surface of handrails shall be slip resistant. similar exhibits is manufactured as an integral part of the product. eGuide 2011 v1 pg. Handrails 70 The vertical height to the top of the upper handrail from the pitch line of the surface of a ramp. or oval. 71 Handrails shall be continuous across flights and landings of ramped and stepped access.62 The projection of a step nosing over a tread below should be avoided. 127 . no single channel shall be less than 1 metre wide and an additional handrail must be provided between channels.g. In such a case an appropriate risk assessment is required. 77 The clearance between the handrail and any wall shall be between 60 and 75mm.

Fixing of floor coverings to the hall floor may only be carried out using venue approved tape. landings. Suitable samples of materials may be submitted to the venue for approval. Therefore they must not be used for stand dressing.e. Fabrics. high tack grab top and does not leave any residue or cause any damage to the floor when removed.. where applicable. 86 Artificial plants and flowers are combustible and give off toxic fumes. drapes. They shall:    Provide guarding to all exposed edges of stairs and ramps at a height of 900mm above the pitch line and to landings and balconies at a height of 1. Materials may be tested on site to ensure that they comply. such as cable clips.g. 88 Fabrics used for interior stand decoration must be fixed taut and/or in tight pleats (not loosely draped) to a solid backing.e. Please contact the relevant venue for information. provided they are firmly fixed. features and displays. curtains and hangings 87 Drapes. Other forms of fixing to the hall floor. 89 Curtains on exit routes should hang 75mm clear of the floor. i. The venue will only approve exhibition tape which has a low tack bottom. Otherwise they may be treated with a proprietary flame retardant.1m. Decorative materials 84 Decorative materials used for stand dressing must be flame proofed or purchased already treated by use of the appropriate chemical. eGuide 2011 v1 pg. Be capable of resisting the forces set out in BS 6399-1. Silk-type flowers are acceptable. but may be allowed at certain venues. providing they are fireproof or have been treated and marked as such. inherently non-flammable or durably flameproof in accordance with BS476Part 7 Water-based. balconies. nails and bolts are generally prohibited. Barriers (Balustrades) 81 Barriers shall be provided to protect exposed edges of staircases. not exceeding 1mm in thickness. Be non-climbable. shall be:     Of a suitable nature and quality for the purposes and conditions of their intended use Adequately prepared and fixed in order adequately to perform the functions for which they are designed Non-combustible. Construction Materials 82 All materials used in the construction of stands. Floor covering 90 All floor coverings must be secured and maintained so that they do not cause a hazard. adhesives and paint 83 British Standards are the minimum acceptable standards for construction materials. must be inherently or durably flame-proofed. with solid infills or vertical guard rails a maximum of 100mm apart. i. curtains. may be accepted. be parted in the centre and not conceal any exit signs. including signs and fascias. secured above floor level and not touching light fittings.80 Handrails shall be non-climbable. Test certificates must be available for inspection for any materials intended to be used. etc. galleries and other changes of level. which should be no more than 100mm apart and without horizontal members between verticals. 85 Untreated wallpaper and similar thin surface finishes. with solid infills or vertical guardrails. 128 . hangings. e.

must be treated if under 18mm thick. 98 Boards. Timber 97 Timber under 25mm thick must be impregnated to Class 1 standard. Paint 95 Only water-based paint may be used on site. Nothing may be fixed directly to the columns and any casing must be self-supporting. must conform to BS476-Part 7. Upholstery 99 Upholstered seating must be non-combustible and marked with the appropriate standard. including plastic plants and materials used for vision panels. exhibitors may encase them. Treated materials should have „BS476-Part 7. dots. etc. or any damage caused to the hall floor. The exception to this is MDF. Plastic 96 All plastic. Class 1. Polycarbonate materials are acceptable. plywood. 129 . which is acceptable for use due to its density. Protective measures shall be taken to ensure that no paint is spilt or sprayed on to the fabric of the building.5m2. where the smaller dimension of the pane is greater than 250mm. logos. large areas of clear glazing shall be indicated with warning stripes. etc. providing access is allowed to any services which may be provided from the columns. Night sheets 94 Night sheets must be made of inherently non-flammable material or of material satisfactorily treated to render it non-flammable. the method must be approved by the venue and not cause a nuisance to others. must conform to the thicknesses shown below (in order to comply with the „Code of practice for safety related to human impact‟): Nominal thickness 8mm 10mm 12mm 15mm or thicker Maximum pane size dimensions 1100mm x 1100mm 2250mm x 2250mm 4500mm x 4500mm no limits 93 Any uninterrupted. MDF may not be machined on site. chipboard. Glazing 92 All glazing used in the construction of stands must consist of safety glass (laminated or tempered) a minimum of 6mm thick. as its dust is hazardous to health.91 The organiser will incur a charge for any tape not removed by the end of the tenancy period. Areas of glazing within 800mm of floor level and over 0. Column Cladding 100 Where columns fall wholly or partially within the area of allocated space. Class 1‟ marked on them. If paint-spraying equipment is to be used. Overhead glazing shall be of wired or laminated glass. or be otherwise adequately protected from shattering. etc. eGuide 2011 v1 pg. Fixing to the Building 101 Please also refer to Stand Construction: Construction Materials: Floor Covering. They shall be stored rolled-up and firmly secured and not cause any obstruction while not in use.

108 No fixing will be permitted to the floor duct covers. 106 Any damage to the floor caused by fixings will be repaired by the NEC at the expense of the show organiser 107 Electrical contractors are required to use white cable clips. which have not been submitted for approval. eGuide 2011 v1 pg. 130 . A higher rate will be charged for the removal of clips that are not of a contrasting colour with the Hall floor (such as grey) than for white clips. On site Management 102 All stand construction must be monitored during build-up by the organiser‟s appointed structural engineer and floor management team. Stands which appear to be complex. left in the floor after the end of the tenancy will be removed by NEC and the organiser will be charged with the cost of removal. 103 The venue reserves the right to monitor all construction activity and to challenge risk assessments and the methods employed. Venue Specific Rules NEC – Fixings to the Hall Floors 104 Nail fixings to the Latexfalt surface of the Hall floors to secure margin boards. Where this is permitted. will be challenged and construction may be stopped until satisfactory information has been received. it may only be carried out by the venue and will be at the organiser‟s expense. 105 Any fixings. or to the floor above the tunnels or other subways. etc. so that the colour contrasting with the Hall floors will enable them to be more easily spotted and removed.. These fittings must be carefully removed after use to prevent damage to the floor surface. cable clips and similar items of stand fittings will be permitted.Stands must be self-supporting and fixing to the building fabric of the venue is not normally permitted. nails.

Stand Plans Click here to return to main navigation page Subsections:      General Guidance Space Only Stands Complex Structures Certification of Stands & Structures on site Venue Specific Rules NEC – Space Only. (to include fire hazards) and method statement must also be submitted. 3 Details of the materials used to construct the stand. is the cladding self-supporting? Has access been allowed to any services which may be provided from the column? Fire points – Is the stand adjacent to a fire point? Will the fire point be kept completely clear? Services – Is the stand accessible to services/over a hall service duct? If services are required. non complex NEC – Space Only. including plan views and elevations of all space only stands must be submitted to the event organiser prior to the event. complex General Guidance 1 All stand plans must be checked by a competent person to ensure:    Compliance with all relevant standards That the structure can be built safely within the time available That the design is suitable for its purpose and safe for use by all Space Only Stands 2 Detailed scale drawings. is a platform to be built? pg. 5 The following is a guide to the elements of a space only stand plan which should be checked in addition to ensuring that they comply with the organiser‟s own regulations:            Documentation – Is it complex or not and are all the required plans and documents included? Dimensions – Does it fit the space and is the orientation correct? Height – Does it conform to the venue‟s maximum construction height? Stability – Is the stand self-supporting? Dividing walls (if applicable) – Are they shown? Are they self-supporting? Construction materials – Have they been identified and do they comply? Floor covering – Is it indicated? Ceiling – What material? Columns (where applicable) – If there is a building column on the stand area. 4 It is the organiser‟s responsibility to ensure that space only stand plans comply with all relevant regulations. 131 eGuide 2011 v1 . so that they may ensure that the plans comply with the venue‟s regulations. a risk assessment. has it been shown and if being clad. as in the case of complex structures. Where plans are required to be submitted to the venue. a plan showing its location within the exhibition. the organiser or appointed stand plan checking contractor must be satisfied that the plans and all accompanying documents are complete and fully comply before submitting them.

6m in height and all platforms and stages for public use (not including stand floor flats and platforms) Submission procedures 9 Organisers are responsible for submitting full details of all complex structures no later than 28 days prior to tenancy. regardless of its height. scaled structural drawings showing: Plan views of each storey of the stand Sections through each storey of the stand Elevations including full steelwork and staircase details Width and position of gangways within the stand eGuide 2011 v1 pg. lighting rigs Sound/lighting towers Temporary tiered seating Platforms and stages over 0. which requires structural calculations Multi-storey stands Any part of a stand or exhibit which exceeds four metres in height Suspended structures (does not include banners) e. does it comply? Kitchens & bars – Have all relevant details been supplied? Water features – Are there any? 6 Double-deck stands:      Construction – Are measures in place to prevent live-edge working? Method statement – Does this fully detail how the upper deck will be built? Staircases – Is the correct number provided in relation to the upper deck maximum travel distance? Toe-boards – Are they fitted to the upper deck? DDA – Are services provided on upper deck available to those with disabilities? Complex Structures Definition 7 A complex structure is any form of construction of any height. Is there space for an audience? Seating – If seating is provided. eg banners. Permission to build any complex structure will not be given until the venue has received 2 copies of the following (written in English):  Detailed.              Platform – If there is a platform how high is it? Has the height been included in the overall height of the stand? Are the edges highlighted? Do the corners comply? Has a ramp been incorporated? Are the vertical sides in-filled? Enclosed areas – Are there any store rooms or offices? Is a secondary means of escape required? Doors – Have vision panels been incorporated? Do they open outwards without encroaching into gangways? Rigging – Is anything to be rigged. lighting? Turntables/rotating signs – Are there any? Steps – Are the risers and treads compliant and consistent? Are edges highlighted? Handrails & balustrades – Are they at the correct height? Do they have anti-climb rails? Lighting – Is there any low-level lighting? Any neon lighting? Travel distances to exit routes – Are they within maximum permitted (12 m)? Special risks – Are they any items or proposed activities of special risk? Demonstrations – Check positioning on stand. which may require input from a structural engineer.g. 132 . 8 If a stand is not constructed from „shell scheme‟. Examples of complex structures:        Any structure. it is the responsibility of the stand designer to determine whether the construction is complex or not.

11 If any complex structure is modified after the submission of the above information. with appropriate professional indemnity cover (a copy of which shall be supplied to the venue). Non-Complex 15 NEC does not require certification by a structural engineer. that the design is safe for its purpose. Space Only. Non-Complex 14 Certification by a structural engineer approved by the venue. official stand contractor. 133 . ie. Complete sets of information only should be submitted. together with a plan showing the location of the stand within the exhibition. fit for use and constructed in accordance with the designer‟s specification. NEC – Space Only. certifying them to be sound and safe for their intended purpose. certifying them as safe. plans must be re-submitted with details of all modifications and a structural engineer‟s confirmation that the final overall design is safe for its purpose. with adequate professional indemnity cover. eGuide 2011 v1 pg. The event will not be deemed safe for visitors until all certificates have been received by the venue. Venue Specific Rules NEC – Space Only. Certification of Stands & Structures On site 12 The following written certification must be submitted by the organiser to the venue before visitors can be admitted to the event: Shell scheme 13 Certificate of completion and safe construction provided by a competent person. Complex 16 NEC does require certification by a structural engineer. confirming that all stands have been built in a satisfactory manner and are fit for their intended purpose.Floor and/or roof loading Specifications of materials used    Structural calculations Risk assessment (to include fire hazards) and method statement Written confirmation from an independent structural engineer. 10 Each item of information should state the event name and stand number.

available from The Institution of Structural Engineers. Please check with your venue. London SWlX 8BH 3 Marquees shall comply with the Muta Code of Practice.Temporary Demountable Structures Guidance (Third Edition April 2007). removal and use 6 Design Considerations:    The venue should be treated as an „open‟ site for wind speed purposes The supplier shall carry out a pre-event survey of the venue/site The design must include provision for emergency lighting of escape routes Installation 7 The organiser shall ensure that a competent person supervises the installation and dismantling of the temporary structure 8 Where fixings to the ground or fixings to existing structures are permitted by the venue. there may be specific venue requirements. 134 . filming and lighting platforms. the supplier shall:   Ensure that all holes are pre-drilled Ensure that fixings are capable of withstanding the imposed load(s) 9 Where bolts or stakes exceeding 300mm in length are to be inserted into the ground. 4 In addition. stating any restrictions for use A method statement A risk assessment for installation. the supplier shall take all reasonable measures to ensure that there are no buried services within the immediate locality. but excludes exhibition stands.Temporary Demountable Structures Click here to return to main navigation page Subsections:   General Guidance Additional Requirements for Tiered Seating General Guidance Definition 1 Temporary demountable structure‟ means any structure assembled and installed for use at an event. Compliance 2 All temporary demountable structures erected and/or installed shall comply with The Institution of Structural Engineers . timber and fabric structures. eGuide 2011 v1 pg. This includes grandstands. Submission procedures 5 The following information is required to be submitted to the venue at least 28 days prior to installation:    A full set of design drawings and calculations for the structure. which is intended to remain in situ for the event only. 11 Upper Belgrave Street. scaffold.

Event open period 11 The supplier is responsible for the structural integrity of the temporary structure at all times. Additional Requirements for Tiered Seating Plan submission 13 A 1:200 DWG drawing of the seating layout must be submitted for approval to the venue prior to any tickets being sold for the event. splitting or warping Floor panels secure not splitting or warping Exits signed. stating that the structure has been installed in accordance with the design and certifying that it is safe for its intended use. unobstructed All light fittings secure and working including emergency lighting Mechanical damage eGuide 2011 v1 pg. 135 . A qualified and competent technician must be available on site during all open periods. to ensure that the layout has sufficient exits. the organiser shall submit to venue certification signed by a structural engineer. if required by the venue and on 24 hour call at all times. handrails and nosing properly fitted Seats and seat frames undamaged. 15 Inspections should include the following as a minimum:            Components align vertically and horizontally from above and below system Handrail spigots and pins/bolts fully engaged and securely located Rails in place – ends of gangways and stair landings Stair frames braced and secure flight fixed Half steps secure. Daily inspection 14 The seating must be checked by a seating engineer/competent person on a daily basis and the sign-off passed to the venue.Certification 10 On completion of installation and before it can be used by the public. 1 Combustible materials must not be stored underneath raised areas. 12 Emergency call-out contact details must be provided to the venue. in line and level Seat backs not dislodged.

supplied with a drip tray and pushed into position. The fuel tank must be sealed. doors. 2 Vehicles shall not enter any building in which an exhibition is taking place during the time that it is open to visitors. including boats. 6 The static display of vehicles in the public circulation areas is subject to approval of written details by the venue. Suitable fire extinguisher(s) must be provided Filling or emptying of fuel tanks inside the hall is strictly prohibited at all times Vehicles in Public Circulation Areas 5 No vehicles. plant or machinery. due to the absence of safety features which prevent leakage. do not infringe the stand perimeter The running of engines during the open period of an exhibition is strictly prohibited For vehicles required to operate as part of a moving demonstration. Fuel tanks on all other petrol engine equipment must be empty. 7 The venue will agree the maximum number of vehicles permitted in these areas.Vehicles Click here to return to main navigation page Subsections:       Moving or static motor vehicles within the venue Petrol-fuelled motor vehicle exhibits Vehicles in public circulation areas Vehicles for speed competitions/racing/stunt events Refuelling and recharging Double Decker Buses Moving or static motor vehicles within the venue 1 Organisers shall give the venue at least 28 days‟ notice in writing of their intention to exhibit or demonstrate vehicles within the venue. 3 Motor vehicles used for delivery of materials or exhibits are not permitted to remain in the halls overnight. Petrol-Fuelled Motor Vehicle Exhibits 4 All petrol-fuelled motor vehicles or other petrol engine equipment fitted with a fuel tank. eGuide 2011 v1 pg. Vehicles must be clean including tyres. “pit” positions must be clearly defined and agreed with the venue. must comply with the following:         The fuel tanks of motor vehicles manufactured prior to 1984 must contain only sufficient fuel to move the vehicle in and out of the hall. 136 . Fuel tanks of motor vehicles manufactured from 1984 onwards may contain fuel. hand propelled or motorised. are permitted to travel within the public circulation areas during the open period of the exhibition. wherever possible with a lockable cap Vehicles may require a drip tray and must be positioned within the boundaries of the stand so that any protrusions. tail lifts etc. Please contact the venue should a vehicle need to remain on site overnight.

13 All stewards and staff must be briefed. understand the emergency procedures and be able to put these into practice if required. pit areas and fuel storage for the event. For example “Caution: Hazardous stairs”. Refuelling and re-charging 9 Vehicles and plant must be refuelled or re-charged in the open air. including full risk assessments and method statements of all vehicle activities. 12 As access tends to be restricted to people without ability restrictions. be competent in assisting visitors. 11 Warning signs must be provided at the top and bottom of stairs. etc. racing & stunt events 8 Organisers shall give the venue at least 28 days‟ notice in writing of their intention to use vehicles for any speed competitions. away from the building in a position agreed by the venue. Double Decker Buses 10 Access to and the number of people permitted on the upper deck must be restricted by a suitable barrier or steward. eGuide 2011 v1 pg. this will need to be taken into account and exhibitors using these vehicles will need to provide an equivalent service at floor level to visitors who are unable to access. 137 . stunt events. 14 All stewards and staff must be briefed and competent in providing assistance and/or the necessary aid (ie Step Ladder) if the emergency exit panel is required to be used.Vehicles used for speed competitions. racing. Overall numbers of people admitted to the upper deck will be dictated by the venue.

General General Guidance 1 The venue is responsible for cleaning common areas of the site ie: communal/public areas. contractors' huts. gangways. oils or lubricants. The venue can provide quotes. All vehicles. 5 As a general rule. toilets and will remove „normal waste‟ produced during the buildup and breakdown periods. The venue accepts no responsibility for any items left on the premises after tenancy hours on the final day of the licence period. If such items are not removed. such as bricks.Waste Click here to return to main navigation page Subsections:     General Guidance Stand Cleaning Hazardous Waste Venue Specific Rules YEC . exhibitors' and contractors‟ materials required for that event must be removed from the gangways and placed on stand areas to allow the venue‟s cleaning staff to sweep the gangways and clear away refuse. trestles. aerosols. for making the necessary arrangements. on request. 6 The organisers. solvents. paints. exhibitors and contractors are responsible for the removal of any other waste. concourses. sand and stand fitting materials Metal work Large items that will not fit into rubbish receptacles or that need to be removed by mechanical means Hazardous waste . exhibitors and contractors must provide adequate access and freedom of movement to allow the cleaning operation to take place in reasonable time prior to the commencement of the open period. foyers. plant. Normal waste includes packaging and other small items. clinical waste. trolleys. the venue may arrange for their removal and any associated costs will be passed on to the organiser. including rags used in the application of these substances Cooking oils Strip lights (fluorescent tubes) and light bulbs Material produced by working demonstrations of exhibits. spare materials and other items used in connection with the construction and erection of stands must be removed from the venue. 2 The organiser. ladders.except scraps Crates/pallets Building waste. eGuide 2011 v1 pg. 3 In accordance with Section 34 of the Environment Protection Act. entrances. At the same time all exhibits. scaffolds. items requiring disposal shall be removed by an approved waste carrier and taken to a licensed waste management company. 4 All such items must be removed from the exhibition halls in sufficient time for the venue‟s cleaning contractor to clean the floors within tenancy hours on the last day of the licence period. including:          Carpet . by 1900 hours on the day before the first day of the open period of an event (pre-open day) all stand construction work must be completed. 138 .

10 These services do NOT normally include the following:    The cleaning of exhibits. Hazardous waste Duty of care 15 All producers of waste have a duty to ensure that any waste produce is handled safely and within the law. Under no circumstances must refuse be placed in the gangways other than in plastic sacks. 8 Contractors must ensure that adequate arrangements are in place to dispose of liquid waste in a safe and environmentally sound manner. or at other times than those stipulated above. sanitary facility or floor duct. Oil. The plastic sacks must then be placed in the gangways immediately after the closure of the exhibition for removal by the night cleaning staff. 12 If skips are required to dispose of stand materials. Abandoned equipment will be removed by the venue will be charged for and skip hire will be calculated according to the amount of waste remaining. Aerosols. these can be hired from the venue‟s cleaning contractor. This is your Duty of Care. Discharges must not be made into any site drainage system. Stand cleaning 9 The venue will normally provide stand cleaning services as follows:   A pre-clean of all stands on the day or night before the event opens. or Specialised cleaning ie: Cleaning of cars.7 After an exhibition has closed each day. glass. The cleaning of the upper level of multi-storey stands. etc. eGuide 2011 v1 pg. Unmarked liquids. Paints. special flooring. etc 11 At the end of the event. boats. Tyres 18 Any waste that is listed in the Europe waste catalogue marked with an asterisk ( * ) is classed under Hazardous waste Regulations. provided by the venue. waste food. Any accident or spillage that could result in a hazardous substance entering a drain must be reported immediately. 14 The venue will charge for any unreasonable soiling or permanent damage caused to walls or carpeted areas. 16 The following are the main items we find in exhibition waste covered by Hazardous Regulations. stand holders must place any dry refuse from their stand into plastic sacks. 13 Washbasins and toilets within the WCs throughout the venue are not to be used for disposing of tealeaves. Inks. exhibitor and contractors must ensure all equipment has been moved prior to the end of the Licence Period. The Hazardous Waste Regulations 2005 17 Examples: Solvents. The cost of clearing blockages in the drainage system as a result will be charged to the organiser or anyone found carrying out this act. Chemicals. A daily clean of all stands prior to the event opening. The WEEE and Batteries directive and Clinical waste. 139 . Contaminated rags with Oil or Paint. the organiser.

Light fitting. All electrical appliances The Batteries Directive (September 2008) 20 All Batteries inc Lead Acid and NiCad Clinical waste 21 Clinical waste is defined in the Controlled Waste Regulations 1992 It means any waste which consists wholly or part of: 22 Human or animal tissue. gangways and main event areas eGuide 2011 v1 pg.Waste Electrical Electronic Equipment (WEEE) Regulations (Amended January 2007) 19 Examples: Electrical Equipment containing Hazardous components such as cathode ray tubes (TV's). drugs or other pharmaceutical products. excretions. Plugs. Computers. The organiser is responsible for the removal of any other waste produced during build-up. needles or other sharp instruments which unless rendered safe may prove hazardous to any person coming into contact with it. Venue Specific Rules YEC – General 23 The venue is responsible for cleaning the following common areas of site: public catering areas. foyers and toilets. entrances. Radios. syringes. Fuse box's. blood or bodily fluids. swabs or dressing. 140 . live event and breakdown including concourses.

Fountain. nor should water be discharged onto the floors. into ducts or any other unauthorised part of the premises. 141 . and it is strongly advised that records of the precautions taken are kept for at least 1 year after the tenancy. 2 Arrangements for filling and subsequent removal of water must be agreed with the venue or the venue‟s official contractor.Water Features Click here to return to main navigation page Subsections:  General Guidance General Guidance 1 Water and water equipment shall at all times be used in such a manner as not to interfere with the safety of anyone in the venue. 4 Organisers shall advise the venue in advance of the nature of any equipment or exhibit(s) for which a foreseeable risk is identified and is capable of generating an aerosol spray (eg. Bathing Pools. Under no circumstance can connections be made to fire hydrant points. humidifier etc) 5 Identification and assessment of any source of risk including a written scheme for prevention and control of the risk is required to be submitted to the venue prior to build up works commencing on site. Water Features and other Large Vessels 3 All equipment and/or exhibits are required to conform to HSE approved code of practice L8 „The control of Legionella Bacteria in Water Systems‟ ( ISBN 0-7176-1772-6). 6 A nominated person should be responsible for ensuring that suitable arrangements are in place to properly implement. eGuide 2011 v1 pg. in accordance with the written scheme. manage and monitor. By-laws of the relevant Water Authority must also be adhered to. whirlpool spa.

knives (including kitchen knives) and tools. storage. e. folding or utility knives used for a lawful purpose and not brandished or worn in such a manner as to cause concern or alarm are exempt from these regulations. 4 The person in control of a weapon. a copy of the relevant licence. eGuide 2011 v1 pg. display and management must be submitted to the venue at least 28 days prior to tenancy. Knives 6 Knives displayed on stands must be encapsulated in protective packaging or kept in enclosed cabinets. so that blades cannot be touched by the public. use. if applicable. The venue reserves the right to refuse permission for the use of any weapon in a show or performance where it feels that the criteria are not being met.Weapons Click here to return to main navigation page Subsections:   General Guidance Knives General Guidance 1 Weapons covered by these regulations include firearms. It is recommended that exhibitors request photographic identification from customers appearing to be under 21. ie the armourer (registered firearms dealer) or certificate holder is responsible for the following:        Secure transport. locked containers Safe use Competency of the weapon handlers Maintaining safe areas and distances to eliminate risk from discharge Clear briefing to those who may be affected of details of the use of the weapon(s) and the arrangements for the safety of people and equipment Identifying and ensuring the use of protective measures. swords. ammunition. operation. storage and use in accordance with the licence. Ammunition and firearms must be carried in separate. eg screens. 142 .g. in order to ensure compliance with minimum age legal requirements. replicas. crossbows. deactivated weapons. protective clothing and ear defenders Accounting for all weapons and ammunition at all times 5 The suspected loss of a firearm. together with detailed risk assessments for delivery. Requests for approval. 7 Where knives are used in demonstrations. 2 The use of weapons must be agreed in writing by the venue. replica or deactivated weapon must be reported to the venue immediately. Ceremonial knives carried or used to meet religious obligations and small. 3 The use and possession of weapons is regulated by strict legislation. firearm certificate. they must be kept out of reach of the public.

Work Equipment/Tools/Processes Click here to return to main navigation page Subsections:         Work Equipment Access Equipment Working Platforms Lifting Equipment Work Tools Working at Height Fixing to the Premises Floor Loading Work Equipment 1 All equipment provided for work within the venue must be suitable and appropriate for the tasks required. slings. wire rope. Steps and ladders used as working platforms shall have flat treads and not round rungs to prevent damage to feet. The following are the minimum health and safety requirements in the use of work equipment. 5 All persons using such equipment shall be competent to do so and shall have undertaken an assessment to select the appropriate equipment to be used. Risk assessments and method statements specific to the use of all the equipment mentioned below shall be provided to the organiser so that their floor management team can monitor the activities. The venue is a commercial environment and the use of „domestic‟ quality equipment is not acceptable. Lifting Equipment 4 Lifting equipment includes fork lift trucks. Scaffolds must be built in accordance with the manufacturer‟s instructions and where the working platform is more than 3 times the minimum base dimension have outriggers fitted and used. The venue requires all operators working on (MEWPS) to wear head protection and body harnesses and be attached to the equipment by means of a short or adjustable lanyard designed for fall restraint not fall arrest. chain blocks and chain hoists and all associated tackle. Powered access equipment (MEWPS) must only be used by competent persons trained in the use of the equipment who can provide a valid licence or certificate to operate the equipment. Working platforms shall be identified in the assessment of equipment required under Work at Height Regulations. Equipment must comply with the Provision and Use of Work Equipment Regulations (PUWER). Genie hoists and winches. tools and the processes used in stand construction and breakdown. All lifting equipment must comply with the Lifting Operations and Lifting Equipment Regulations (LOLER). rings and harnesses and all safety attachments. Access Equipment 2 Access equipment includes scaffold towers and mobile elevating work platforms (MEWPS). 143 . including shackles. All equipment will be visibly marked as eGuide 2011 v1 pg. MEWPS may be operated on the premises as long as they can be proven to have been inspected and tested for safety in the previous 6 months. Mobile tower scaffold shall be constructed and used as identified by the manufacturer. Working Platforms 3 All working platforms shall be protected by guardrails when at a height assessed to present a hazard.

having been inspected and tested within the previous 6 months. 12 Floor loading limits and the required dimensions of base plates vary considerably. 144 . Where electrically operated they shall be visibly marked as inspected and tested within the previous 12 months.g. 9 Where applicable. but may be allowed at certain venues. if possible. zarges. 11 The organiser must inform the venue in advance. eGuide 2011 v1 pg. e. please check the specific information provided by the venue. of any load which may exceed that normally permitted. Please contact the relevant venue for information. Only official contractors appointed to an event may operate lifting equipment within the venue. Working at Height 7 Where work at height is necessary. mobile tower scaffold or powered access equipment. The contractor is responsible for ensuring that suitable equipment is used. is not normally permitted. including floors. Any damage to the fabric of the building will be repaired by the venue at the organiser‟s expense. which must not be exceeded. step ladders. so that an engineered solution may be found. only venue approved carpet tape may be used for fixing floor coverings to the hall floors. The use of routers is not appropriate due to the release of harmful dust in the process. Work Tools 6 All tools being used in the construction of stands shall be fit for purpose. Fixing to the premises 8 Fixing of any sort to any part of the interior or exterior of the premises. Floor Loading 10 The transportation and location of heavy exhibits/structures must conform to the venue‟s weight limits. Gangways are not to be turned into makeshift „work-shops‟. a risk assessment must be carried out to identify the appropriate means of access. Woodworking machinery shall be used with due consideration for the affect on others nearby (noise and dust).

Tools and Processes. eGuide 2011 v1 pg. Where guards are removed for display purposes. The risk assessment will identify the type needed 13 Barriers may be required. other staff or visitors at any time. Stand Construction & Product Demonstrations Subsections:  General Guidance General Guidance 1 Machinery. where necessary. Work Equipment. 15 Floors on stands must be kept clear of articles or substances likely to cause persons to slip or trip. 5 Machinery shall be electrically and mechanically disconnected. 6 Working machinery should only be demonstrated to interested parties where necessary and not used as an attraction to the stand. 7 Moving parts of machinery and other working equipment must be efficiently guarded to protect both the public and the operator.Working Machinery Click here to return to main navigation page Other relevant sections: Heat Generating Displays. 8 All running machinery and other working equipment must be set back from the stand edge. Suitable PPE should be issued. 14 All exhibits must. except if required for a demonstration. 145 . 2 A risk assessment must be carried out in order to ensure that any equipment being demonstrated (i. be properly secured to the floor of the stand or other structure. 4 Demonstration areas must be indicated on stand plans and. as they would be in normal use.e. so as not to cause a hazard to staff and to accommodate visitors. must be sound proofed. operated as part of an exhibit) on a stand is inherently safe and does not present a hazard to the operator of the equipment. 9 All staff must have sufficient instruction and training to ensure that they are competent when undertaking any demonstrations. engines and similar equipment exhibited on stands are subject to the Provision and Use of Work Equipment Regulations 1998 (PUWER). where they are not sufficiently stable as free-standing models. 3 Details of all demonstration areas must be submitted to the venue. 10 All machines must be suitably guarded. the following will apply: 11 A strong and suitable see-through guard must be in place for the duration of the sho 12 Distance barriers and screens may be required to protect visitors from harm.

18 Precautions must be taken to ensure that dust particles. and with the position of the nearest fire alarm location in the building. 20 A charge may be made by the venue for provision of additional fire fighting equipment. 146 . eGuide 2011 v1 pg. from working machinery do not discharge into areas outside the stand. 17 Exhibits must be positioned so that at no time do they protrude into gangways. 19 All stand personnel should acquaint themselves with how to use the appropriate fire fighting equipment as identified in the risk assessment and supplied on the stand. etc.16 All electrical conductors must be properly installed and adequately protected. fumes.

the following should be considered:     What they are to be used for Industrial quality and not domestic Duration of the work Training and abilities of users 6 Ladders can be used as working platforms when it is not reasonably practicable to use alternative safer means and a risk assessment identifies the activity to be undertaken is low risk. self-employed and employees. Ladders 4 All reasonable steps should be taken to eliminate or minimise work at height through efficient work planning and selection and use of safe working platforms or other suitable equipment. eGuide 2011 v1 pg. Where ladders are used. safe means of access and safe systems of working must be used. This includes all contractors and exhibitors (for example. appropriately supervised and carried out in as safe a way as is reasonably practicable Plans are in place for emergencies and rescue Account is taken of the risk assessment carried out under regulation 3 of the Management of Health and Safety at Work Regulations They do all that is reasonably practicable to prevent anyone falling All work at height takes account of conditions that could endanger health and safety Those involved in work at height are trained and competent The place where work at height is done is safe Equipment for work at height is appropriately inspected The risks from fragile surfaces are properly controlled The risks from falling objects are properly controlled Equipment used for work at height must be suitable for the task. not domestic quality. 147 . even if they are working at or below ground level.Working at Height Click here to return to main navigation page Subsections:   General Guidance Ladders General Guidance 1 A person is working „at height‟ if there is a possibility of their being injured from falling. including ladders and stepladders. 2 The Working at Height Regulations refers to 'duty holders': employers. these must be industrial. 5 Where work at height cannot be eliminated or avoided. 3 Duty holders‟ responsibilities are to ensure that:             No work is done at height if it is safe and reasonably practicable to do it other than at height Ensure that the work is properly planned and organised. As far as steps and ladders in particular are concerned. when accessing areas above floor level to dress stands).

7 Ladders must be used in accordance with manufacturer's instructions at all times. 148 . footed The top treads or steps must not be used as a platform for work Users should face the ladder at all times whilst climbing or dismounting Stepladders should not be used sideways-on where sideways loads are applied Only one person should climb or work from a ladder or a stepladder Users should not overreach Steps and ladders should be checked for suitability and defects each time they are used 8 Persons found to be using „domestic‟ quality steps and ladders will be asked to remove them from the halls. as a last resort. the following guidelines must be followed:          Ladders must have „industrial‟ rating (this type are more durable and resilient) Leaning ladders must be placed at the correct angle Ladders should only be used on level ground and must be secure e.g. Additionally. eGuide 2011 v1 pg. suitably tied or.